Administrative Assistant – Corporate Communications

Back to Blogs Posted: July 27, 2021
E-Comm 911
Published
July 27, 2021
Location
Vancouver, Canada
Job Type
Membership #
349945

Description

WHO WE ARE

As a recognized leader in emergency communications, E-Comm is an organization that provides first responders and the public with critical life-saving services in communities across British Columbia. Our people are passionate about their work and public safety, and we are looking for someone to join our team who shares that same spirit of collaboration. Someone excited to contribute to our vision of safer communities in British Columbia through excellence in public safety communication. Learn more at www.ecomm911.ca

#HelpUsHelp

We are looking for our next admin all-star to provide key administrative support for the Communications Director and department to keep everything running smoothly behind the scenes as our team implements some exciting public safety initiatives. This role will also support the Governance / Legal division of the organization. We are looking for someone who thrives in a fast-paced environment and is able to adapt quickly and easily to change, someone who has a demonstrated ability to compose routine corporate correspondence, has experience managing budgets and overseeing expense reports, and is capable of proofreading and correcting editorial errors. Strong computer skills and experience with Microsoft Office are required.

  • Our perfect fit is someone with a great sense of humour, with a penchant for detail, is “hands-on” and proactive, and loves variety in their work.
  • We are a fun, dynamic team and consider ourselves “public safety nerds”—it is meaningful work and we take pride in that.
  • Our team takes our work seriously, but we don’t take ourselves too seriously.
  • Spending time and laughing together as a team is extremely important to us. We brainstorm, we challenge and we learn from each other.
  • This is a fast-paced environment with many demands, but we are comforted knowing that we have each others’ backs and will face all challenges as a team.
  • The ability to have an appropriate meme at the ready for any situation is a must!

Are you ready for a rewarding and exciting opportunity? Join us in helping to create safer communities.

WHO YOU ARE

We are looking for an individual who thrives on making a difference and who embraces challenges, variety, diversity and our corporate values of respect, integrity, collaboration, accountability and service. Reporting to the Director of Corporate Communications, the Administrative Assistant provides general administrative support to the department head and team as well as our Governance and Legal division. Responsibilities include typing, editing and proofreading a variety of documents; scheduling and coordinating appointments, tour requests, and meetings; preparing agendas and taking meeting minutes; making travel arrangements; screening calls, monitoring department expenditures; maintaining and controlling a variety of records, files and correspondence; maintaining stakeholder distribution lists and editorial calendars; providing a variety of communications support including monitoring social media channels, assisting with the development of written and other materials such as posters, corporate announcements and campaign collateral; and conducting inventory of corporate branded merchandise and public education materials.

WHAT YOU WILL DO

Prepare, maintain and control a variety of records, files, databases and general correspondence; type, edit, transcribe, format and proofread a variety of presentations, brochures, reports and related material.

Provide administrative support for the department; schedule and coordinate appointments and meetings; prepare agendas and take meeting minutes; process confidential matters; compose correspondence; make travel arrangements; prepare expense reports; and process registration for events and other external activities.

Provide information, assistance and explanations regarding departmental activities, policies and procedures to a variety of internal and external contacts; respond and provide routine information to general enquiries; and refer unusual or contentious matters to a superior. Coordinate tour requests and logistics required for community events and sponsorships.

Book annual meetings and create minute templates for Board and Committee meetings; post materials and information to online Board portal and have administrative oversight of portal software.

Request POs, arrange couriers for large mail outs (letters to nominating Board entities, and notice of Annual General Meetings), track Board attendance, maintain remuneration log.

Provide support with monitoring social media channels and flag items of interest for response in a timely manner. Extract data and prepare quarterly media, web and social media reports.

Assist in posting content to the corporate intranet site and the external website; using desktop publishing applications, assist with the creation of a variety of internal and promotional communications materials such as posters, corporate announcements and campaign collateral.

Liaise with third party vendor to help select and maintain inventory of corporate branded merchandise; assist with virtual merchandise storefront, internal merchandise orders and product delivery to staff.

Conduct inventory of printed public education materials; liaise with third party vendor to order additional education materials as required; process education material orders and mail outs.

Monitor departmental expenditures; perform routine checks to ensure that expenditures are allocated to appropriate budget accounts; investigate variances; obtain appropriate signatures for authorization of budget spending; assist in preparation of annual budget; and order and maintain office supplies.

Process incoming mail and external corporate mail outs and keep mailing and contact lists current; and coordinate posting of material on the corporate intranet and external websites as directed. Develop and maintain stakeholder lists and editorial calendars; maintain distribution lists for media and external publications.

Review, develop, recommend and implement new and improved office methods and procedures in order to improve efficiency and accommodate departmental requirements.

As requested by the manager, gather, compile, summarize a variety of information and findings of both a statistical and narrative nature; prepare related material and reports; and maintain a variety of statistics and records for the department.

Provide support in the organization of staff events, training sessions and other activities; schedule meeting dates; book venues; organize materials for distribution; process training requests and records.

Perform related administrative work as required.

WHAT YOU’LL NEED

Grade 12 graduation and completion of office administration courses, plus considerable related experience or an equivalent combination of education, training and experience.

Required Police Security Clearance applicable to the position must be acquired and maintained.

WHAT WE OFFER

  • Meaningful work - work with a sense of purpose, supporting the public and first responders.
  • Competitive salary - with the opportunity for increases.
  • Generous vacation plan.
  • Earned Time Off - eligibility to participate in our Accumulated Time-Off Program.
  • Excellent extended health and dental benefits.
  • Pension - we are members of the Municipal Pension Plan, a defined benefits fund.
  • Career development - we are supportive in developing your skills while pursuing your career at E-Comm.

JOB DETAILS

  • Number of positions: One (1)
  • Job status: Regular Full-Time
  • Hours of work: Monday to Friday, 40 hours per week
  • Wage/Salary: PG 17 | $28.68 to $33.73 hourly; $59,660.40 to $70,153.07 annually (2021 rates)
  • Employee Group: Exempt
  • Department: Corporate Communications
  • Location: E-Comm Lower Mainland - 3301 E. Pender Street, Vancouver, BC
  • CLOSING DATE FOR APPLICATIONS: Thursday, August 3, 2021 @ 11:59pm Pacific Time

HOW TO APPLY

Apply on our career site here.

Related Jobs

Principal, Digital Strategy   Vancouver, Toronto or Ottawa, Canada new
September 22, 2021
September 15, 2021
September 15, 2021
Media Relations Coordinator   Surrey, Canada
September 15, 2021
September 14, 2021

Comments are closed.