Senior Admin Assistant

• Location: Burnaby, British Columbia
• Type: Contract
• Job #11942

Matchbox Consulting Group is seeking a Senior Admin Assistant to work on a 12-month contract with very high potential of renewal, for one of BC's largest utility and energy companies.

The Administrative Professional will work closely with the Director and direct report team to manage the overall administrative functions of the department; helping to coordinate to ensure key deliverables are executed and contributing to the engagement of the team and relationship with external stakeholders. Ideally you will also contribute/lead certain projects, initiatives, reporting, analysis.

Responsibilities:

• Maintaining professional working relationships with the team, with all levels of staff, and with external organizations.
• Acting independently with a high level of initiative, judgment, discretion, diplomacy and business acumen, particularly in dealing with confidential or sensitive matters.
• Preparing employee documentation such as employee change forms, recruitment requisitions, onboarding, logistics and provide new employee orientation assistance as required.
• Coordinating the recruitment process including working with HR, Recruitment, hiring managers and prospective candidates.
  Coordinating team meetings

• Administering and monitoring various financial functions including invoices, expense claims, purchase orders, purchasing of stationary and/or office equipment.
• Monitoring safety and mandatory training for team including reporting of compliance.
• Review current administrative process and develop understanding of why they are set up. Use this knowledge to plan and implement improvements
• Be open and ready to dive in when required. For example, taking on special projects, such as coordinate event planning, and arranging travel and providing leadership and assistance to other Administrative Assistants in the office as required.
• Maintaining, coordinating and integrating calendar, email and files; booking and managing meetings and conference calls; managing correspondence to ensure all items are prioritized and dealt with in a timely manner through maintaining a “prioritized bring forward” system; providing back up materials prior to all meetings including the retrieval of materials and preparation of agendas; and prioritizing, managing, and communicating deadlines/action items.
  Coordinating meetings, communications and approvals with the offices of the executive steering committee members 

• Ensure and maintains open flow of communications between Director, direct reports, and extended team including:
  Documenting and following up on outstanding action items; preparing/drafting meeting agendas/minutes, presentation and other material for distribution.

• Managing content and security permissions for the department SharePoint sites

Requirements:

• Minimum 5 years senior level administrative experience or equivalent within a corporate environment performing a range of diverse, confidential, administrative support duties.
•  A professional demeanor and advanced communication skills: written, verbal and presentation.  
• Ability to understand systems (SAP for expenses, purchase reqs, time and labour reporting, etc.) and be a fast-learner.
• Ability to take notes in meetings; create action items.
• Ability to set up effective administrative systems and processes to save everyone time and effort – for example, systems for distributing minutes, action items from meetings, following up on ‘bring forward items’ so that the team stays top of things that are coming due.
• Able to use MS Teams, navigate Outlook.
• Ability to look at a busy schedule and inbox (or multiple), and find gaps where meetings can occur/things can get-done.
• Understand priorities and have confidence with re-jigging schedules, and working with other admins to ensure deliverables are met.
• Read the Director's emails and help triage, determine which ones need attention, which ones can be routed to one of the director's direct reports for attention.
• Strategic thinking: be able to work in a dynamic, fast-paced environment, critically think, absorb priorities, keep in mind time sensitivities.
• Ability to work with spreadsheets.
• Have SAP or some sort of ERP system experience.

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