Administrative Assistant
VANTEC's SUV program is growing and thriving. VANTEC is now seeking an Administrative Assistant for about ~10 hours/week to help run events and manage administrative backend matters.
Specific Duties
- General admin tasks: proofing, research, maintenance, produce reports and statistics, etc.
- Correspondence with organization members and member candidates regarding membership enquiries
- Resolving membership and membership candidate’s enquiries
- Arrange events and maintaining membership lists: sending invites, verifying membership, updating membership list, setting up events, etc.
- SUV program
- Confirming eligibility of program participants
- Conduct investigations and produce reports into program statistics, complaints, etc.
- Compile information as needed for biannual reports, monthly statistics, external annual surveys, etc.
- Plan events and resolve membership issues
- Arrange member’s orientations, feedback, post-event surveys, etc.
- Draft, Proof, prepare, and fact check documents, document package, etc.
- Other duties as assigned
Job Duties
- Anticipating needs and create solutions to make things easier
- Gathering, coordinating and/or preparing the necessary information, materials (presentations, reports, etc.) and resources for meetings and events
- Support in organizing agendas and materials for team and other meetings.
- Reviewing request, summarizing and communicating information to appropriate stakeholders
- Prioritizing and adjusting priorities in a fast paced, changing environment with agile efficiency to meet deadlines
- Ensuring the proper management and approval of individual and corporate expenses, and creating budget reports as required
- Carry out specific projects and independently research, prioritize and follow up
- Respond to communications on behalf of the executive (phone, email, etc)
- Create documents utilizing various office automation software programs (Word, Excel, PowerPoint, etc)
- Manage special projects as required
Skills desired
- Strong English abilities
- Able to use office, G-suite, various project management software
- Comfortable using advanced features in Excel, e.g. pivot tables, data sorting
- Access to sustainable internet and computer – this is mainly a remote job
- Consistent schedule, able to reply to correspondence within 12 hours and sooner for events
- Based in Vancouver is an asset
- Experience with Silkstart, Gust, Cognito forms, YAMM, Zoom, etc. is an asset
- Experience in a Canadian immigration law environment is desirable
- Able to host meetings during day time is an asset
How to Apply
Please apply here. Selected candidates will be contacted for a conversation.