Description
The College of Dental Surgeons of BC (CDSBC) is seeking a permanent full-time Communications Assistant. The successful candidate will report to the Manager of Communications as one of five members of the communications team.
The assistant performs a variety of administrative and support functions, all of which contribute to the efficiency and quality of service provided by the communications department and the evolving needs of the organization. The assistant will organize logistics and provide administrative support for internal and external meetings, events, presentations, and conferences. The department assistant is also responsible for supporting internal clients (for example, the Registrar’s Office) as needs arise.
The assistant may occasionally be required to attend evening meetings or events.
Essential Duties
General Departmental Assistance
- Maintain and update contact lists for external contacts and stakeholders.
- Maintain electronic and print archive of communications materials.
- Ensure invoices are reviewed for accuracy and submitted for payment.
- Assist with planning and production of various initiatives and projects.
- Create online evaluation tools, such as surveys and reports.
- Edit and update website content as directed.
- Provide backup support for social media accounts, newsletter distribution.
- Assist with responses to inquiries submitted to departmental email inbox
- Provide proofreading support to ensure accuracy and compliance with CDSBC brand/style guidelines.
- Provide research and analyses as necessary.
- Assist with distribution of print and electronic communications material to registrants and stakeholders.
- Recommend and order products and supplies to meet department needs.
- Provide support for all consultation activities.
Meeting, Committee and Event Support
- Schedule meetings and presentations) and book meeting rooms (in person and virtual).
- Poll meeting attendees for availability and create meeting invitations.
- Develop detailed event plans, as needed.
- Prepare and coordinate distribution of agendas, meeting materials and evaluation forms.
- Arrange catering and/or equipment for meetings, as needed (projectors, microphones, AV, flip charts).
- Take meeting minutes as requested.
- Process committee member expenditures, including submission of forms/receipts to finance department as required.
- Assist with updating visual presentations.
- Act as a representative on event/meeting days to troubleshoot issues.
- Book vendors (catering, photography, etc.) in accordance with budget requirements.
- Book travel and accommodation for CDSDBC representatives as required.
- Assist the organization of social events and staff engagement activities.
Other Responsibilities
- Provide coverage for other members of the communications team.
- Make edits to documents as provided and ensure final documents meet communications guidelines.
- Ensure that departmental correspondence and records are archived according to protocols
- Data entry and analyses.
- Type routine correspondence.
- Provide IT back-up for internal meetings.
- Provide reception back-up.
- Perform other tasks as needed.
Qualifications & Skills
- Relevant post-secondary education and/or experience working in a corporate communications department.
- Ability to maintain tact, grace, and diplomacy in all situations.
- Keen attention to detail and a high level of accuracy in all aspects of work.
- Comfort with information technology and an openness to learning new skills.
- Demonstrated computer skills with proficiency in standard office software applications, Microsoft Office Suite (Word, Excel, Outlook).
- Familiarity with and openness to learning virtual meeting platforms (e.g. WebEx, Microsoft Teams, GoToMeeting and GoToWebinar).
- Experience with website content management systems and email distribution software.
- Strong critical thinking, analytical, and problem-solving skills.
- Exceptional written and verbal communication skills.
- Proven ability to work both independently and cooperatively within a team.
- Demonstrated ability to organize and prioritize work with minimal supervision.
- Ability to handle interruptions and adapt to changing priorities.
- Proven ability to maintain confidentiality and discretion of information received while performing regular work functions.
- Communicate positively and effectively with all levels of the organization and with registrants, board and committee members, and external contacts.
- Experience using a database or customer relations management system and electronic filing system is an asset.
- Previous work experience in a regulatory or not-for-profit environment is an asset.
Our office is located on the west side of Vancouver. Due to the pandemic, most of our team is currently working remotely from home. If you are selected for this opportunity, you can expect to work from home most days but may be asked to come on-site occasionally.
If you are seeking a fast-paced work environment that is welcoming, respectful, and collaborative, we invite you to email your cover letter and resume to hr@cdsbc.org.
Applications will be accepted until November 12, 2020.
We are conducting interviews virtually by video or telephone conferencing to support physical distancing, per the guidance of the Provincial Health Officer.
We thank all applicants for their interest; however, only those candidates selected for an interview will be contacted. No phone calls, please.
About CDSBC
The College of Dental Surgeons of BC (CDSBC) is the regulatory body for dentistry in BC. CDSBC’s mandate is to protect the public by ensuring that CDAs, dental therapists and dentists are registered and qualified to practise, and that they are consistently providing safe and ethical care to their patients.
Our working environment is welcoming, respectful, innovative and rewarding. We offer a competitive salary, an excellent benefits package, a professional development allowance, and encourage work-life balance.
Our values, which demonstrate trustworthiness and promote professional excellence, include being: ethical, open and transparent; respectful and courteous; inclusive and embracing the principles of diversity, cultural safety and humility; and patient-centred and engaged with the public.
