Office Manager

POSITION:                 Office Manager

 

REPORTING TO:      Director, Human Resources

 

LOCATION:              Vancouver, B.C.

 

Responsibilities:

  • Supports the Board of Governors, Board of Directors and Executive Team by preparing correspondence, organizing and setting up for board meetings, preparing executive documents and recording minutes and records of decision of formal meetings;

  • Responsible for maintaining the rolls and schedules for Boards and Executive Team.

  • Responsible for ensuring that the Constitution, Bylaws, Regulations and Policy documents for the BC Corps of Commissionaires are up-to-date and promulgate amendments to Members and the BC Registry when changes are approved;

  • Responsible for organizing the Annual Governors & Guests Dinner;

  • Ensures all societal documentation is completed as required;

  • Responsible for liaising with the Honorary Governors and keeping them informed as appropriate;

  • Responsible for ensuring that the Articles of Incorporation are up-to-date in accordance with approved amendments;

  • Liaise with corporate lawyers as required;

  • Prioritize processes and projects to align with Strategic and Business goals including follow up on Boards and Executive Team action items ensuring key milestones are met;

  • Acts as the Secretary and responsible for liaison with the external accountant and corporate lawyers;

  • Member of the Committee and responsible for liaison with the Vancouver Foundation;

  • Ensures central calendar is up-to-date and everyone is aware of key dates;

  • Ensures timely circulation of information to management/staff;

  • Responsible for the planning and execution of corporate events by arranging venues, menu planning etc., including but not limited to: Annual Awards Dinner, Annual Information Meetings etc.;

  • Designated Official for the Controlled Goods Certification Program (after required training);

  • Designated Company Security Officer;

  • Responsible for the effective and efficient function of the Receptionist and their duties;

  • Responsible for office equipment, furniture and coordinating any internal desk moves;

  • Responsible for the control of authorized access to Vancouver Head Office facilities through issuance of keys and access cards;

  • Ensure compliance with ISO standards and initiate/follow-up on non-conformance reports (NCRs) related to administrative functions as required;

  • Responsible for the maintenance, update and improvement of the corporate telephone directory and phone scripting;

  • Coordinates Policies and Procedures updates and supports Policy writers with editing and formatting for consistency;

  • Promulgates approved Policies and Procedures to all employees in an effective and timely manner;

  • Coordinates Policies and Guidelines updates and supports Policy writers with editing and formatting for consistency;

  • Promulgates approved Policies to all staff in an effective and timely manner;

  • Coordinates business insurance policies and liaises to insurers;

  • Maintains and renews corporate Security and Municipal Business Licences;

  • Coordinates set-up and monitoring of company Treo accounts, company parking account and processes vehicle insurance claims with insurers;

  • Perform other administration duties as assigned by Director, HR; this is an evolving position and responsibility may shift over time;

  • Provides Support to Board of Governors, Board of Directors and Executive Team;

  • Accountable for the overall organization and coordination of administration duties for the Vancouver Head Office;

  • Accountable for maintenance of company facility designation of Secret as laid down by the Government of Canada;

  • Accountable for company security clearance records by means of regular audits and responsible to company key senior official for maintenance of same;

  • Accountable for the successful planning and execution of corporate events, including but not limited to Annual Awards Dinner, Annual Information Meetings and staff events within a specified budget;

  • Accountable for the maintenance of corporate Historical Records;

Qualifications:

  • Education: High school diploma required along with a post-secondary degree or diploma in business administration preferred;

  • Experience: Minimum 5 years of experience working in a professional environment.

  • High energy, proactive self-starter with excellent customer service and problem-solving skills;

  • Able to exercise a high level of diplomacy, confidentiality and professionalism;

  • Proven skills in developing and maintaining effective relationships internally and externally;

  • Superior organizational skills with the ability to multi-task and prioritize under pressure and work with minimum supervision;

  • Excellent communication both oral and written with the ability to edit;

  • Strong customer service and attention to detail;

  • Ability to think strategically, act tactically and demonstrate good judgment;

  • Demonstrated ability to meet deadlines;

  • Proven ability to take accountability for personal actions and decisions.

  • Excellent computer skills, with previous experience working with Microsoft Office:  Word, Excel, PowerPoint, Outlook, etc.:

  • Good knowledge of the Privacy Act;

  • Good knowledge of the Societies Act (as it pertains to Not For Profit Societies and associated Regulations;

  • Good knowledge of the Business Corporations Act and associated Regulations;

  • Good knowledge of the Charities Act and associated Regulations;

  • Excellent knowledge of military culture and ceremonies;

  • Excellent business writing skills with an eye for detail to presentation and grammar;

  • Strong communication and relationship-building skills;

  • Able to function as part of a team and work individually.

Tell: +1 416-934-5018

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