Administrative Assistant

Posted: June 30, 2020

Region: Victoria, BC

12 months - Temporary Part-time
 

Do you want to make a difference? Join the world’s largest humanitarian network. The Canadian Red Cross Society, a not for profit, humanitarian organization dedicated to helping Canadians, as well as the most vulnerable throughout the world, is currently seeking an Administrative Assistant. Reporting directly to the Director, Emergency Management, the Administrative Assistant provides administration to the BC/Yukon BC Fires Recovery Operation to ensure efficient program service delivery.

 

RESPONSIBILITIES/ACTIVITIES

Administrative, Technical and Financial Supports:                                                                    

  • Provides administrative support to program managers and Victoria office as available

  • Gathers and records information, and statistical data and produces reports as needed

  • Coordinates the preparation and organization of documents, presentations and correspondence in a timely manner

  • Coordinates logistics for events and activities

  • Maintains inventory of administrative/office supplies in accordance with Canadian Red Cross standards to meet client needs

  • Maintains inventory of display boards, brochures, forms, and promotional material/supplies

  • Maintains program databases and distribution lists as requested

  • Supports the tracking, coding and submission of financial records

  • Provides professional customer service and general information to the public, both by telephone and in person;

  • Completes regular office admin duties including scanning, printing, filing

  • Updates and maintains contact information, Organizational Charts and other data bases as required

  • Provides support to personnel on the completion of individual expense reports either through CRC Plus or manually, as required

  • Assists the Emergency Management Team in the planning and responding to all disaster responses and recovery work

  • Supports the Finance and Administration function during a response

  • Performs other duties as assigned to assist in the effectiveness of the disaster response

     

Supports other Red Cross initiatives, as needed, to provide for a coordinated team effort to meeting the needs of the most vulnerable in the community:                                                                                                           

  • Integrates volunteer resources within the scope of responsibilities

  • Participates in disaster planning, preparation and response as needed

  • Contributes to a healthy and safe working environment

  • Performs other duties as required

     

QUALIFICATIONS

  • Diploma or formal training in office administration with 1-3 years relevant work experience, or an equivalent combination of education and experience

  • This position requires a satisfactory Canadian criminal record reference check and a satisfactory vulnerable sector check or Enhanced Police Information Check

 

SKILLS AND ABILITIES

  • Excellent interpersonal skills, including handling interactions with the general public, clients and colleagues

  • Strong verbal and written communications skills in English, including telephone and email etiquette

  • Experience performing data entry would be an asset

  • Strong organizational skills and attention to detail

  • Flexibility is essential

  • Routine problem-solving

  • Quick learning and ability to prioritize and multi-task

  • Ability to work independently with minimal supervision, demonstrate initiative

  • Ability to work as part of an effective team

  • Ability to effectively execute assigned tasks in a high-pressure environment

  • Intermediate skills and extensive experience with existing systems and core software applications, including Microsoft Office suite (eg. Excel, PowerPoint, etc.)

  • Ability to work with volunteers

  • Financial background would be an asset

 

WORKING CONDITIONS

  • The majority of the work is performed in an environment
  • Non-traditional office hours occasionally required

 

The Canadian Red Cross is committed to gender equality and social inclusion in our workplace. All qualified applications will receive consideration without regard to sex, gender identity, gender expression, sexual orientation, race, ethnic origin, color, religion, nationality, disability, age, or any other characteristic protected by applicable law. We encourage all qualified persons to apply particularly Indigenous peoples, persons with disabilities, ethnic minorities, visible minorities, and others who share our values and contribute to fostering an inclusive and diverse workplace.

Please notify us as soon as possible of any adaptive measures you might require at any stage of the recruitment process.

 

To apply for this position, click here.