Executive Assistant / Office Manager

Location: Vancouver
Reports to: Chief Executive Officer
Status: Full-Time, Permanent, Union Excluded Position

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ABOUT SMALL BUSINESS BC

Small Business BC is a non-profit organization that is here to help British Columbia’s entrepreneurs grow successful and sustainable businesses. Supported by funds from Pacific Economic Development Canada (PacifiCan) and the BC Ministry of Jobs, Economic Recovery and Innovation, we celebrate and champion the thriving small business community within BC. We are searching for an energetic and organized Executive Assistant/Office Manager who will act as the right hand for the CEO and Senior Leadership Team. You are essential to the operations team and will be working closely with the leadership to provide administrative support and ensure smooth, efficient operation of the SBBC office.

PRIMARY FUNCTION

The Executive Assistant/Office Manager provides high level support to the senior leadership team and the Board of Directors. The role will assist in executing the administrative activities, acts as a liaison and resource to the Board, and assists the overall SBBC team with special projects.

PROJECT DUTIES AND TASKS

Acts as main liaison between the executives, internal colleagues, and external stakeholders.
Functions as an executive assistant to the Chief Executive Officer (CEO) and through them, the Board of Directors, with access to confidential and sensitive information.
Attends Board meetings and records, edits, and distributes meeting minutes to appropriate stakeholders
Organizes and coordinates logistics for the Annual General Meeting.
Coordinates logistics for meetings and workshops for internal staff, Board of Directors, and external stakeholders;
- Coordinates meetings and small event logistics such as scheduling, set up, catering, technology testing and materials preparation
- Coordinates and schedules travel itineraries
- Books, records, and tracks travel/expenses for the executive team

First point of contact for correspondence directed to Senior Leadership Team and responds to request for information.
Produces and/or maintains confidential materials such as reports, presentations, memorandums, formal correspondences, and briefing notes, and related documents for the CEO, Senior Leadership Team and the Board.
Produces reports and presentations for distribution to staff and external partners.
Responsible for creating, distributing, and archiving staff and leadership team meetings agendas and minutes.
Prepared regular task updates to be addressed and dealt with.
Coordinates production of Annual Report and contributes to the preparation of the annual audit.
Ensures By-Law updates and related administrative tasks are completed.
Supports financial management by processing contracts, invoices, expense sheets, and documents for approval and filing.
Assists in preparation of and overseeing the administrative budget.
Responsible for tracking inventories, monitoring expenditures, coordinating vendor services (IT, janitorial, etc.) and ordering of equipment, furniture, and supplies.
Oversees office security, maintenance, cleanliness, and liaises with landlord, building management, various trades, and vendors to resolve building maintenance issues. Liaises with sub-tenants to respond to inquiries, manage meeting room reservations/rentals; resolve building-related issues.
Creates and maintains efficient electronic and physical filing systems, and maintains board, committee, staff, stakeholder, and contractor contact lists.
Performs other related duties as required.

QUALIFICATIONS

Degree or diploma in Business Administration, Small Business and Entrepreneurship, or Commerce, or an equivalent combination of education and business-related experience.
Minimum 5 years’ experience working with high level administrative support and/or in an office environment, coordinating schedules and appointments, writing reports, taking minutes and managing confidential material and information with discretion, tact and diplomacy.
Excellent attention to detail, organizational, written, and verbal communication skills.
Strong computer skills in MS Office (Word, Excel, Powerpoint & Outlook)
Knowledge of how to source information on government regulations and resources.
Entrepreneurial mindset an asset.
Ability to handle multiple projects, multi-task and manage time in a high volume, fast paced, demanding environment;
Motivated self-starter, willing to take initiative, with proven problem-solving and critical thinking abilities.
Strong public speaking/teaching skills and interpersonal skills.
Ability to work flexible hours when needed and/or work occasional evenings or weekends.
Familiarity with non-profit sector and knowledge of basic legal principles of business considered an asset.
Strong customer service acumen and affinity for researching and finding the correct information to provide to clients.
Ability to work in French is considered an asset, as well as additional languages (Spanish, Mandarin, Cantonese or Farsi).

WHAT WE CAN OFFER YOU

Benefits: Full benefits package after the completion of 3 months including extended health and dental coverage and Group RRSP contributions
Paid vacation time and additional paid ‘Flex Days’ every three weeks.
Be a part of a young and dynamic team working hard to making a difference within the small business community!

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