Position: Administrative Assistant (Exempt Position)
Start Date: As soon as possible.
Duration of Appointment: Full-Time, Temporary
The Union of British Columbia Performers (UBCP/ACTRA) is an autonomous branch of the Alliance of Canadian Cinema, Television and Radio Artists (ACTRA) the national organization of professional performers working in the English-language recorded media in Canada. ACTRA represents the interests of 28,000 members across Canada.
UBCP/ACTRA is seeking an Administrative Assistant to the Executive Board and Management Team.
The Administrative Assistant will have excellent organizational and problem solving skills, excellent written and verbal communication skills and the ability to adapt to changing priorities. As the Administrative Assistant, you will have the opportunity to work on various clerical and administrative assignments, and will be responsible for providing confidential support to the Executive Board and Management Team. This position requires a detail oriented administrative professional with intermediate technical skills and the ability to work effectively and efficiently in a fast-paced and sometimes high-stress environment.
RESPONSIBILITIES:
- Provides confidential administrative support to the Management Team and Executive Board.
- Produces various documents, forms, memos, emails, spreadsheets, agendas, meeting minutes and other routine correspondence for the Management Team and Executive Board.
- Maintains confidential filing and record-keeping systems to ensure the efficient and secure storage and retrieval of correspondence, reports, reference material and other documents.
- Supports the periodic audit of confidential files and systems.
- Organizes and coordinates meetings for the Management Team.
- Organizes travel arrangements and functions for Management Team and Executive Board.
- Organizes catering for Executive Board meetings.
- Maintains contact lists, retrieves, compiles and distributes materials for meetings and takes and transcribes minutes for Management Meetings and Executive Board Sub-Committee Meetings.
- Provides administrative support to other projects, programs and related duties as may be assigned from time to time by the Management Team.
EDUCATION & EXPERIENCE:
- Two (2) years of administrative or executive support experience, preferably supporting multiple leaders.
- College diploma or undergraduate degree in business administration or an equivalent combination of experience and training.
- Experience working with a volunteer board of directors is preferred.
- Previous experience as an executive assistant would be considered an asset
- Experience working in a role requiring a high degree of discretion and confidentiality.
- Experience with minute taking is desired.
SKILLS & ABILITIES:
- Ability to be proactive in assessing the needs of Management and Executive Board Members.
- Excellent verbal and written communication skills.
- Strong interpersonal skills including the ability to work tactfully and diplomatically with both internal and external stakeholders
- Excellent organizational skills with a keen attention to detail, the ability to prioritize tasks effectively and excellent follow up in a timely manner.
- Demonstrated ability to maintain professionalism, confidentiality and handle sensitive information with discretion.
- Flexibility and willingness to adapt to changing conditions and needs.
- Demonstrated proofreading and literacy skills.
- Proficiency in all office software, including word processing, spreadsheets, presentation software, scheduling and survey platforms.
KEY RELATIONSHIPS:
Reports to: Executive Administrative Director
Direct Reports: None
Engages with: Executive Board
Executive Administrative Director
Management Team
UBCP/ACTRA Staff
UBCP/ACTRA Members
OTHER:
HOURS OF WORK: 5 days per week (35 hours). Regular office hours M-F 8:30 am to 4:30 pm.
SALARY: This position has a current annual salary of $62,917.05
START DATE: As soon as possible.
DEADLINE: The deadline for receipt of applications is no later than 4:30 pm, May 10, 2024.
APPLICATION: Interested internal candidates should apply by submitting their current cover letter and resume detailing their experience and skills.