Opportunity Overview

Our client is a small but growing environmental planning organization focused on impact assessments, community engagement, and indigenous planning. They are actively seeking an experienced administrative professional with a strong work ethic to join their unique team. This position provides complex and confidential administrative support in a dynamic work environment, and functions with a high degree of attention to detail, client service and prioritization of work in a team setting. The ideal candidate will have had previous experience working with indigenous communities and clients in a professional office setting.

Job Responsibilities

  • Providing administrative support to the team, which will include:
    • Preparing memorandums, reports and documents as requested with a high degree of proficiency in formatting and proof reading
    • Ensuring office equipment is operational and general building issues are addressed as required
    •  Maintenance of filing system, ensuring organization of the file room
    • General administrative duties, including phone and email correspondence with both clients and their business counterparts
  • Providing support to senior executive
  • Invoicing, accounts receivable and payment management, including creating cheques, records of honorariums and recording payments, organizing expense reports
  • Handling travel logistics for the team, including booking venues, catering, and organizing car rentals
  • Organizing events, creating itineraries, arranging reservations, and running errands as necessary
  • Executing mailouts, including letters to clients and newsletters
  • Prepare agendas and make arrangements for committee, board and other meetings, including preparing meeting minutes, attending meeting, and board resolutions.
  • Coordinate and purchase community gifts and swag
  • Responsible for managing general office maintenance, organization and stock of supplies

Core Skill Requirements

  • 3-5 years previous experience in an administrative role
  • Exceptional written and oral communication skills
  • Ability to adapt to and manage a constantly changing, dynamic workflow with proficiency, competency and calm
  • Exceptional organization skills with the ability to manage multiple tasks and deadlines with confidence
  • An aggressive self-starter looking for continuous and varying challenges
  • Ability to work independently
  • Proficient and knowledgeable in computer software programs, specifically MS Word and Excel
  • Must have a drivers license and willingness to travel as requested to attend client meetings
  • Strong typing skills, 70+ WPM
  • Technological competence: experience working with office equipment
  • Positive and willing attitude

What Our Client Offers

  • A competitive salary, commensurate with experience
  • Participation in our group benefits plan
  • An opportunity to grow within the organization
  • A great work environment with a team that is passionate about what they do!

How to Apply

Please submit your resume and cover letter in confidence to Susan Black, CPHR at sblack@fhblack.com. Only qualified applicants will be contacted.