Office Assistant and Scheduler

Office Assistant and Scheduler:  

Our client is a not-for-profit organization, who is solidly funded and does not rely on fundraising or government grants. There is an immediate opening for an Office Assistant and Meeting Scheduler. This is a permanent, full time position, based in Victoria. This is not a tele-work position and requires attendance in the office. 

Key Responsibilities include: 

• Front desk reception 
• Schedule Meetings, in Google Calendar 
• Distribute meeting materials 
• Set up Boardroom for meetings and keep boardroom organized and tidy (post COVID) 
• Take precise, accurate minutes 
• Set, attend, monitor and record zoom meetings; transcribe notes from recordings 
• Order Office Supplies 
• Code accounts payable invoices 
• Maintain office equipment, replenish supplies 
• Maintain and reconcile petty cash 
• Type cheque requests 
• Other duties as assigned 
• Occasional local travel to meetings, etc required 
• Working Hours: 40 hour work week; must be willing to work occasionally on the weekend 
• Thorough training provided 
• This position is based in the office.  
• We are following all protocols as directed by WorkSafe BC and the Office of the Provincial Health Officer. 

Education and Experience 

• Post-Secondary training in Office Administration or related field 
• Valid Class 5 Driver’s licence and vehicle as occasional local travel is part of this job 

• Two year’s experience in a formal office environment, including minute taking, transcriptions 
• Proficiency in Microsoft Office  
• Experience in communicating, both verbally and in writing with executives 

Compensation /Benefits; 

• Competitive starting salary, based on experience; salary review after completion of six month probationary period 
• Excellent benefits, including extended health and dental, 2 week’s vacation 
• Free coffee (post COVID) 
• A diverse working team 
• Virtual team events (we work hard and like to have fun!) 
• Allowance for mobile phone 
• Mileage allowance for work-related travel