AdministrativeAssistant

(Office Management and Administrative Support)

(One Year Temporary Assignment)

Greater Victoria Police Victim Services is a stable not-for-profit society in existence since 1984. The Administrative Assistantoversees the day-to-day management of the office and provides administrative support to the Program Director and the Board of Directors. Work is performed under the direct supervision of the Program Director. The Administrative Assistant will repre-sent the agency in a professional manner.

Office Management

  • Process invoices for payment.
  • Reconcile monthly Visa statement.
  • Oversee and reconcile petty cash fund.
  • Reconcile and reimburse expense claims.
  • Maintain accurate, reliable and well-organized financial records.
  • Operate office machines, such as the photocopier, scanner and fax machine as well as the telephone and voicemail systems.
  • Inventory and order office supplies.
  • Troubleshoot problems involving office equipment, including providing technical sup-port to staff and volunteers.
  • Ensure all computer systems are updated and maintained on a monthly basis.
  • Back up the server on a daily basis.
  • Maintain and update filing, inventory, mailing and database systems, both manually and electronically.
  • Open, sort and route incoming mail and prepare outgoing mail.

Administrative Support

  • Support the work of the Program Director.
  • Provide administrative support to the Board of Directors.
  • Maintain board and committee meeting schedules.
  • Book rooms and organize catering for meetings.
  • Prepare board meeting agendas.
  • Compile and distribute board meeting packages and materials in advance of meeting.
  • Attend board meetings and record and transcribe minutes.
  • Arrange travel and accommodation for conferences and seminars.
  • Assist with organizing the annual general meeting and the annual strategic planning ses-sion as well as other special events and celebrations.
  • Schedule volunteers for office and pager shifts, with support from the Program Coordinators.
  • Ensure Support Pager coverage for evenings, weekends and statutory holidays, with support from the Program Director.
  • Maintain and update the agency’s website and other social media on an ongoing basis.
  • Contribute to awareness initiatives, including the design and development of print and electronic communication materials.
  • Work on special projects, as required.

Qualifications and Experience

  • A minimum of five years of office management and administrative experience, prefer-ably with a non-profit society.
  • Exceptional oral and written communication skills.
  • Ability to work effectivelyboth as part of a team and independently.
  • Demonstrated initiative and sound judgment.
  • Tact, diplomacy and discretion.
  • Highly organized and attentive to detail.
  • Solid working knowledge of MS Office applications (Word, Outlook, PowerPoint and Excel), Adobe Creative Suite (or other design software), Drupal (or other website software) and social media.
  • Flexibility to attend meetings and events outside of regular working hours.
  • Applicants must be prepared to undergo a security screening and background check from the Victoria Police Department. A positive result in the security screening process is a condition of employment.

Experienced and qualified candidates are invited to submit a compelling cover letter and resume to:

Antoinette Warren, Program Director

Greater Victoria Police Victim Services

850 Caledonia Avenue

Victoria, B.C. V8T 5J8

Email:

Applications will be accepted until Wednesday, February 12 at 4 p.m.

We thank all those who apply. Only shortlisted candidates will be contacted.