Executive Assistant

• Location: Victoria, British Columbia
• Type: Direct Hire
• Job #11755
• Salary: CA$90,000 Per Hour

Matchbox is seeking an Executive Assistant to join our client, a well-known government organization in BC.

As the Executive Assistant, you will be responsible for a wide range of tasks to ensure the smooth operation of our organization. This role requires excellent communication skills, attention to detail, and the ability to multitask effectively.

Responsibilities:

• Manage phones, scheduling, and preparation for meetings.
• Coordinate and send correspondence to the membership or the board.
• Oversee all IT-related tasks, including arranging changes of staff, acquiring new equipment, and liaising with outsourced IT services.
• Maintain and update the main email list.
• Contact new members to introduce the organization and collect their personal contact information.
• Maintain and update the company website.
• Organize and order merchandise with our logo for sale at conferences and throughout the year.
• Arrange for the creation of plaques for our annual award winners.
• Coordinate logistics for the annual board meeting and Annual General Meeting (AGM), ensuring the President and Vice President have all necessary resources.
• Assist in managing logistics for certain company specific programs.
• Manage various government reports, saving them in a database and applying relevant information as needed.
• Handle bookkeeping tasks, including accounts payable, monthly reconciliation in QuickBooks, and preparation for the annual audit.
• Facilitate internal and external transitions when the executive team changes, including updating signing officers with the bank and online directories.
• Manage behind-the-scenes tasks for annual elections.
• Provide support for any tasks not handled by the President and Vice President, and assist with their requests as needed.

Qualifications:

• Bachelor's degree preferred.
• Minimum 4 years of high level administrative experience
• Experience supporting an executive team or equivalent with administrative tasks
• Strong organizational and time-management skills.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite and QuickBooks.
• Ability to handle sensitive information with confidentiality and professionalism.
• Strong attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Flexibility to adapt to changing priorities and deadlines.

For more current job opportunities, Follow MatchBox at linkedin.com/company/matchbox-recruitment/

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About MatchBox

Headquartered in downtown Vancouver and serving clients nationally, MatchBox is one of the leading recruitment and solutions firms that specializes in the fields of IT & Technology, Engineering & Technical, Real Estate & Construction, and Accounting & Finance. We offer unrivaled expertise with our team's extensive experience in the recruitment and professional services industry. We are dedicated to building great connections and creating strong opportunities within the workforce and the labor market.

Equal Opportunities

MatchBox is committed to providing equal opportunities for all applicants. We welcome and encourage applications from people of all backgrounds, including members of minority groups such as racialized individuals, people with disabilities, LGBTQ+ individuals, and Indigenous peoples. It is a priority for us that all candidates are treated fairly and without discrimination. Our recruitment teams receive ongoing training on using objective criteria for evaluating candidates and other related topics to create an inclusive and welcoming environment for all.

Work Permits

Please note that we require all interested candidates to obtain the necessary work permits from the Government of Canada prior to submitting an application. This position is open exclusively to individuals residing in Canada and legally authorized to work in Canada. Applications not meeting these criteria will not be considered.

Further Consideration

We receive a high volume of applications and are only able to contact candidates who are selected for further consideration.

Find out more at www.matchboxhr.com