Personal Assistant to Directors
We're on the hunt for a very special administrative assistant who thrives on working independently. It will be a very interesting and varied job, where not only will you be doing admin tasks but you'll be able to use your excellent writing and communication skills to do such things as write press releases and blog entries. You'll have the independence to work from your home office most of the time and assignments will be different every day. A laptop is beneficial for when you need to work with us in person.
If you are keen to grow in the role and/or with the company, experience with IT and sales could get you there. We're looking for someone smart and savvy, who can anticipate our needs, has a knack for prioritizing tasks, takes direction well, and has a creative side. You will be assisting 3 executive/managerial people, and will need to be a team player because there may be times when you need to assist the engineers and technicians.
This position is a contract position, with wages paid by the hour around $15 to start, with the possibility of promotion when more responsibility is assumed. As a contractor you will invoice on a monthly or
bi-weekly basis for your services including any reasonable business expenses
incurred. You must be able to work independently primarily from your own home or occasionally at our offices depending on work load. Preferably you will have experience
as a personal assistant, though this is not essential.
You should have the following qualities and skills :-
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Organised and efficient time management.
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An ability to multi-task and deliver to deadlines.
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Good people skills and an ability to deal with customers, suppliers and investors.
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Good telephone manner.
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Strong IT skills with Microsoft Office, Email and Internet applications and ideally experience with Microsoft CRM and Sharepoint (though not essential).
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An eye for detail.
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Strong initiative and an ability to work well alone or as a member of a team.
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Ability to research and negotiate with suppliers.
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Must be able to drive, have access to a car and be prepared to travel around the lower mainland.
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You must have access to a computer - ideally a notebook/laptop and a cell phone.
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Reasonable travel, telephone and internet expenses will be reimbursed.
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Available for a minimum of 10 hours per week or 8 half business days per month - flexible working around kids, school or lecture times.
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You must be able to work independently from your home or our offices depending on our work load.
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As a contractor you will be responsible for declaring income for taxes and other deductions where applicable.
Your role may include the following :-
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Speaking with existing and prospective clients and informing them about our services.
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Checking and responding to emails.
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Screening calls and taking messages.
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Creating and booking detailed travel plans and itineraries.
- Taking meeting notes and publishing typed notes on our intranet.
- Typing letters and emails from dictation.
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Updating and managing our website (no programming experience necessary).
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Managing the office diary for the Managing Director and other members of staff.
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Booking, rescheduling and cancelling appointments.
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Performing mass mail merge and sending out promotional materials.
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Running short errands - eg: collecting printed materials or light equipment.
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Organising and preparing conferences, events and presentations - inviting either local businesses or investors.
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A small amount of accounts work eg: making online payments, dealing with billing enquiries or creating invoices using Quickbooks.
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Involved in recruiting junior members of staff.
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Ability to create formal, timed press releases without review.
We are looking for the right fit and personality to be able to work in synergy with the staff. This is the single most important asset: from there you can grow into the role if need be, but you must be disciplined about working from your home and use time effectively.
The hiring process will start with you sending us your resume/CV and cover letter describing why you think this would be the right position for you, and then a phone conversation followed by a meeting in person.
The closing date for applications is 5th November 2008. The recruiting process is expected to be completed by the 10th November 2008 with a view to starting shortly after.
We would be grateful if you would take a few minutes to complete the form below with brief answers and attach a copy of your recent CV in PDF or Word format (not compulsory). You must supply a valid name, email address and telephone number. We will email you to arrange a mutually convenient date and time for the informal telephone interview. All submissions will be kept in strict confidence. Your contact details will not be passed to any third party and will not be used for marketing purposes. Your details will be held for a period of six months following your submission and we may contact you with further opportunities during this period.
Thank you for your interest, we look forward to meeting you soon.