Office Assistant – Metro Vancouver

Position Status: Full-Time Temporary (This position to last not later than December 31, 2021)
Department: Invest Vancouver
Employee Group: Exempt
Location: 4730 Kingsway, Burnaby
Our Invest Vancouver Department is seeking an organized, resourceful and pro-active Office Assistant to provide administrative support the team.
You are: A confident and organized multi-tasker with excellent communications skills (written and verbal) who thrives in a busy work environment. Keen attention to detail, strong Microsoft Office skills, extensive calendar management experience and the ability to work with minimal supervision are essential.
The Office Assistant reports to the Office Coordinator and falls within our Corporate Support, Level 1 job family.
This role:

• Responsible for dealing with highly confidential and sensitive matters; provides confidential administrative support and performs diverse administrative and support tasks requiring considerable knowledge of applicable departmental and corporate functions, procedures and practices.
• Acts as the first point of contact for Invest Vancouver office, receiving visitors; providing directions; scheduling appointments; answering, screening and redirecting calls; and taking detailed messages. Receives enquiries and complaints and determines the appropriate action.
• Liaises with various internal and external contacts to coordinate activities and provide or request information. May be required to interact with elected officials and members of other agencies or orders of government.
• Prepares, processes and maintains records relevant to a variety of critical and/or confidential matters such as bylaws, policies or corporate legal files; determines classification of documents for retrieval purposes; and responds to queries by searching and locating documents.
• Prepares and drafts routine and/or confidential correspondence, documents and reports; processes, proofreads and sends correspondence; posts correspondence and documents to the internet, as required. May prepare Board, committee or meeting agendas, including supporting materials and electronic files.
• Updates and maintains tracking tools for matters such as requests, contacts lists, agendas and correspondence; coordinates follow up of correspondence.
• Inputs data into a variety of databases.
• May process invoices, fees and expense reports and respond to queries on the same providing information consistent with corporate policies.
• Attends committee, standing, advisory and other meetings as required; records proceedings, prepares minutes and distributes approved minutes to relevant parties.
• Manages department records in accordance with corporate guidelines. Assists in the analysis of electronic records and manipulates data as required.
• Provides timely, accurate and thorough information and services in response to internal and external requests. Provides general information and explains rules, regulations and procedures applicable to the work of the department.
• Works as part of a team to develop and implement methods and procedures to increase efficiency and accommodate department requirements and work schedules.
• Assists in planning and arranging meetings, seminars, workshops and travel arrangements attends to all logistical concerns such as booking meeting rooms, preparing material and equipment, ordering catering, and tracking attendance.
• Maintains the public and member’s only website by updating contents with new information as soon as it becomes available. Maintain user access and permissions.
• Liaises with the Office Coordinator to develop and implement methods and procedures to increase efficiency and accommodate department requirements.
• Provides support to the Office Coordinator during periods of absence or high demands.
• Performs other related duties as required.

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To be successful, you have: *

• 3 years of recent, related experience supplemented by high school graduation and completion of relevant post-secondary courses in office or business administration; or an equivalent combination of training and experience.
• Formal training in areas related to scope of responsibilities such as office administration or minute taking is an asset.
• Sound skills and abilities related to office administration technologies, practices, procedures and standard protocols. Demonstrated ability to accurately record minutes, prepare agendas and related material.
• Knowledge of the functions, regulations, and procedures governing departmental and corporate activities as related to the work performed.
• Ability to work independently under general direction, including using judgment to manage and prioritize day-to-day activities. Ability to develop and implement new and/or revised work methods and procedures upon approval.
• Demonstrated commitment to, and considerable skill providing a high level of customer service.
• Demonstrated communication skills (verbal and written), including the ability to effectively listen and assist in resolving problems. Demonstrated ability to draft and revise business correspondence such as letters and memos.
• Strong interpersonal skills and ability to establish and maintain effective working relationships with internal and external contacts, which may include Board Directors, Metro Vancouver staff, and municipal and provincial government representatives. Demonstrated ability to exercise diplomacy, tact and professionalism.
• A high level of attention to detail and strong organizational skills including the ability to efficiently and accurately perform work within tight timelines. Ability to manage multiple tasks and interruptions simultaneously, prioritize work and meet deadlines.
• Ability to exercise substantial discretion and deal with sensitive and confidential information.
• Ability to apply policies, regulations and processes to routine and unique situations.
• Proficiency using Microsoft office programs, including Word, Excel, Outlook, SharePoint, Survey Monkey, Orbit and Jungle Mail.

Job Type: Full-time

Work Location: Multiple Locations