Western Milk Job Board
Administrative Assistant
Description
The British Columbia Milk Marketing Board is responsible for promoting, controlling and regulating the production, transportation, packing, storing and marketing of milk, fluid milk and manufactured milk products within British Columbia. As a result of an upcoming retirement we are looking for someone to join our professional and passionate team as the Administrative Assistant in our new office space in Langley.
This is a BCGEU position complete with an excellent benefits package and pension program.
The primary areas of responsibility are as follows:
Reception & Office Support Services
1. Greet visitors and answer calls in a friendly and courteous manner.
2. Ensure kitchen, meeting rooms and common spaces are kept tidy
3. Order kitchen and office supplies to keep the office well stocked
4. Ensure all office equipment is in operating order
5. Assist staff, Board members and guests in the use of office equipment (audio-visual, photocopier/scanner/printer, coffee, etc.) and systems for booking office space and parking.
Board and Staff Support
1. Arrange and book Board and staff travel.
2. Assist board members and staff with monthly expense reports.
3. Prepare and distribute Board Calendar for upcoming 6 months in MS Outlook.
4. Prepare presentations in PowerPoint or other applications.
Meeting Support & Special Events
1. Administrative support to prepare and distribute Board meeting material.
2. Prepare and organize meeting rooms and catering for Board and staff meetings.
3. Distribute meeting material for Board meetings.
4. Book and prepare external Board/staff events (i.e. Seasonal Regional Producer Meetings, Board Retreat, staff social, Christmas Party).
Communication Support
1. Post information on Board’s web site and facilitate responses to general email inquiries.
2. Administrative support to publish the Board’s brochures and publications.
3. Organization and administration of SOPs and soft copy files (i.e. SharePoint).
Governance Administrative Support
1. Support the publication of the Annual report with input from staff and Board.
2. Prepare presentation materials, arrange venues for the Annual General Meeting.
3. Support the Election Process for Board members.
4. Prepare Appeal books for the Board and support appeal hearings as needed.
5. Distribute price change notifications & information to processors monthly.
Additional tasks Performed
1. Provide administrative support to maintain the Organic database and certificates etc.
2. Provide Administrative support for national programs.
3. Finance team support:
Receive and enter accounts payable documents into IT system and distribute for signatures.
Back-up to receive cheques, prepare cheque deposits, and keep a monthly cheque register for quota exchange trust account.
Back-up bank deposits.
Back-up the preparation and coding of invoices.
4. Other administrative duties as assigned.
This is a hybrid role and the successful candidate will be required to be in the Langley office Monday to Thursday and have the option to work from home on Fridays.
What you bring to this role:
- Advanced skills with MS Office and Adobe products. In particular, Outlook, Word, PowerPoint, SharePoint and Acrobat. Experience with Prezi would also be valuable.
- Professional, collaborative, self-motivated individual with excellent interpersonal skills, including tact, diplomacy and the ability to liaise effectively and positively with staff, Board members and outside contacts.
- Excellent communication skills both written and verbal.
- Meticulous attention to detail and ability to manage and track multiple schedules, calendars and deadlines.
- Strong organizational skills, ability to prioritize, and flexibility to perform multiple tasks is required.
- A self-starter capable of working independently and taking ownership of tasks.
- Anticipate, understand, and respond to the needs of internal and external contacts to meet organizational objectives.
- Experience with event-planning including venue identification and bookings, catering, logistics, budget and travel.
- The ability to handle confidential information with discretion.
- Proficient in using office equipment (e.g. computers, printers, audio-visual)
- Minimum 5 years administration experience.
- College diploma or an equivalent combination of education and experience with an administrative assistant skill set.
Compensation
$34.51 per hour