Senior Administrative Assistant – Communications

Back to Blogs Posted: September 8, 2018
Genome British Columbia
September 8, 2018
Vancouver, Canada
Job Type
Level of Experience
Established professional


Qualifications and Requirements:

  • Minimum 10 years supporting senior level executives is required
  • Previous experience supporting the high-level activities of a fast-paced, dynamic, and demanding department
  • Excellent English and grammar, both verbal and written
  • Familiarity with database systems, CRMs, Photoshop, event management systems, Adobe Acrobat and proficiency using Microsoft Office (Word, Excel, Outlook, PowerPoint)
  • Ability to work under minimal supervision and with tight deadlines
  • Self-motivated, strong ability to multi-task, prioritize and communicate effectively


Key Responsibilities:

  • Provide executive administrative assistance to the Vice President (60%)
  • Provide administrative support to the Communications and Societal Engagement team (40%)
  • Provide administrative assistance to other members of Executive team on an as needed basis


Job Description:

  • Coordinate and schedule meetings for the Vice President and ensure calendar and contacts are maintained and up to date
  • Draft emails, letters, memos, contracts, reports and PowerPoint presentations as needed
  • Provide administrative expertise (with writing, editing, formatting, etc.) as required
  • Coordinate travel arrangements (with the assistance of corporate travel agency/manager)
  • Working with each department delegate, manage the groups and invitation lists in the ACT! database for corporate events, email marketing platforms (MailChimp/Constant Contact) and CMS for announcements and publications (annual report)
  • Working with the IT Consultant, act as administrator for the ACT! database system and provide assistance and training to staff members when required
  • Scan, track and organize Genome BC’s unique media stories, editorials and publications
  • Track, process and organize all Community Development/Sponsorship requests, ensuring invoices are paid, budget is maintained and all sponsorship benefits are fully utilized
  • Process and track all invoices, contracts, expense and travel claims, vacation and flex for the department
  • Provide HR support to the Vice President with regard to recruitment and retention; job postings, application triage, scheduling, corporate orientation and organizational culture support
  • Assist with the preparation and finalization of monthly Operations and quarterly Board reports and in coordinating the schedule of meetings, agenda, material and minutes of the Genomics & Society Board Committee
  • Plan and facilitate corporate events, meetings, and logistics in collaboration with the Vice President and Communications team, including (but not limited to): venue selection, agenda creation, promotion and marketing, registration, venue layout planning and set-up, catering arrangements, travel and accommodation arrangements, production of event materials, processing of participant invoices and travel claims, and processing vendor invoices (e.g. catering, hotel accommodations, venue bookings) in a timely manner
  • Source and maintain inventory of promotional items
  • Attend weekly staff meetings


Additional Information:

  • Regular work hours: Monday – Friday from 9:00am to 5:00pm; however, some flexibility with work hours may be required
  • 2 weeks of vacation time/year (3 weeks’ vacation after 1 year of employment)
  • Benefits package after successful completion of 3 month probation period
  • Salary commensurate with experience


How to apply:

Applicants must include a current CV and cover letter indicating anticipated start date and the names and contact information for at least two references. Please send the application in MS Word or PDF via email to


Application deadline:  September 21, 2018 (or until the position is filled)

We thank you for your interest in Genome BC. Only those candidates short listed for interviews will be contacted. No phone calls please.


About Genome British Columbia:
Genome British Columbia leads genomics innovation on Canada’s West Coast and facilitates the integration of genomics into society. A recognized catalyst for government and industry, Genome BC invests in research, entrepreneurship and commercialization in life sciences to address challenges in key sectors such as health, forestry, fisheries, aquaculture, agrifood, energy, mining and environment. Genome BC partners with many national and international public and private funding organizations to drive BC’s bioeconomy.


In addition to research, entrepreneurship and commercialization programs, Genome BC is committed to fostering an understanding and appreciation of the life sciences among teachers, students and the general public.

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