Office Administrator

Office Administrator

VineHR is partnering with the Big Brothers of Greater Vancouver (BBGV) with the hiring for an Office Administrator to support their team.

Big Brothers of Greater Vancouver’s (BBGV) mission is to enhance children’s social and emotional development by delivering and advocating for the highest quality, prevention-based mentoring programs.

Reporting to the Director, Finance & Systems, the Office Administrator will play a key administrative role within the organization. This role is responsible for various IT, equipment, and supply needs of head office and multiple satellite offices, as well as supports three Board of Directors. The Office Administrator works collaboratively across departments to ensure that staff members have the tools they need to effectively fulfill their roles.

WE KNOW YOU ARE EXPECTING NOTHING LESS THAN

• A work environment where you can get behind a great purpose
• Rewarding work where you will be challenged and can grow
• An organization that offers a health benefits program and competitive base salaries and an RRSP matching program
• A place that values hard work, commitment and FUN!

A SNEAK PEEK AT THE GREAT THINGS YOU’LL BE DOING

Administrative Support

• Receptionist duties including coordinating all incoming and outgoing mail/courier packages, greeting stakeholders and directing donation drop offs
• Manage and order office and kitchen supplies
• Plan and coordinate internal and external meetings, including invitations, agendas, materials, meeting rooms, technical requirements, catering etc.
• Coordinate annual insurance renewal and maintain filing of insurance policies
• Maintain corporate records, liaising with our lawyers are necessary
• Recommend and implement enhancements to current procedures that will improve operational effectiveness

Building Maintenance

• Act as building management liaison
• Ensure that all emergency and regular maintenance is done in a timely manner
• Lead the Health & Safety Committee
• Oversee the maintenance of common areas of the office (kitchen, mailroom, meeting rooms etc.) and assist with trouble-shooting day-to-day building issues with the Landlord
• Manage and coordinate office space utilization
• Maintain access control over secured areas

IT Support

• Liaise with external IT consultants
• Lead and champion cybersecurity best practices
• Coordinate the IT Committee

Board Support

• Liaise with the Board of Directors as directed by the Executive Director
• Take minutes during meetings, including typing, proofreading and distributing a wide variety of complex and confidential reports, letters, memos, and presentations; manage action items and follow-ups.

Staff Support

• New employees: support the onboarding of new staff by setting up physical work station, server access, emails etc. Provide office orientation as part of the onboarding process.
• Terminated employees: support the termination of existing staff by removing office and server accesses and ensuring all equipment is returned.
• Maintain and update the Office Manual (BBOOM) as necessary

SKILLS REQUIRED

• Strong Microsoft Office skills
• Strong Computer or IT support knowledge
• Strong attention to detail and accuracy
• Excellent verbal and written communication skills
• High degree of initiative and excellent time management skills
• Self-motivated, results oriented and ability to work will with minimal supervision
• Team player with a positive attitude

EDUCATION, TRAINING, EXPERIENCE

• Diploma in administration, or relevant post-secondary education combined with at least 5 years of related experience
• Board Administration experience is an asset
• Experience working in diverse environment is an asset

Big Brothers of Greater Vancouver Foundation is an equal opportunity employer and we look forward to receiving the applications of all qualified applicants. Thank you!

About VineHR

Based on Vancouver’s North Shore, VineHR Ltd. is a boutique firm supporting growing organizations with personalized HR & recruitment services. With several years in the industry and a customized approached, our vision is to build long-lasting relationships with organizations to become their true “extended” people and culture ambassador. Connect with us: www.vinehr.ca

Job Types: Full-time, Permanent

Salary: $50,000.00-$65,000.00 per year

Benefits:

• Casual dress
• Company events
• Dental care
• Extended health care
• Paid time off
• RRSP match
• Work from home

Schedule:

Work Location: One location