Jan 8, 2016 - variety of tasks and projects we undertake as a company; works well with ... Answering multi-line telephon
R.A. Malatest & Associates Ltd. Corporate Administrative Assistant
Competition - CAP -16
R.A. Malatest & Associates Ltd. is one of Canada’s largest independently owned and operated research and program evaluation firms with more than 70 dedicated research professionals and 100 or more part-time surveying data collection clerks, all working to provide quality research that contributes to positive social and economic change across Canada. R.A. Malatest & Associates Ltd. offers diverse research project opportunities in a wide variety of dynamic work environments and national office locations in Halifax, Ottawa, Toronto, Edmonton and Victoria. Currently, we are seeking an amazing administrative support professional, to maintain and maximize our corporate head office administrative support service delivery and efficiency. This position is located in Victoria and works to support the Victoria office, while working as a corporate administrative resource for the President & CEO, as well as other office locations of R.A. Malatest & Associates Ltd. Posted: January 8, 2016
Closing Date: January 22, 2016
Location: Victoria, BC Hours of Work:
Monday to Friday, 8:30 a.m. to 5:00 p.m. Flexibility and adaptability to work other hours and/or overtime, as necessary.
Compensation:
Annual salary of $37,500 to $40,500 (based on skills, experience and tenure), plus benefits and discretionary performance based bonus opportunities.
Overview: Our corporate administrative assistant will be a key member of our administrative professional team. This position is excellent for individuals with administrative support training and confident experience. If you are currently seeking a dynamic career within an office work environment, have an interest in supporting research and program evaluation projects, and like to keep busy, this role is for you. While this position is responsible for coordinating many head office's administrative operations and processes, you would also be assisting our Victoria office, and research professionals from all office locations across Canada, to realize our companies mission to: “provide quality research which contributes to positive social and economic change”. Proactively contributing knowledge, strength, organizational and multi-tasking skills to the wide variety of tasks and projects we undertake as a company; works well with others in our fast-paced, collaborative work environment; Engages staff with interpersonal skill and proficient support. Represents the company with a matched value for excellence, professionalism, quality, integrity and efficiency; infusing an attention to detail, interpersonal awareness, effective communication, dynamic energy and a willingness the support the administrative and/or research work, that we provide. Duties will include, but are not limited to:
Professional Reception and Communications Scheduling Appointments/Travel Arrangements Preparation of PowerPoint Presentations Budget Tracking and Invoicing Focus Groups and Special Events Organizing
Document and Report editing Filing and Financial Logs Data Entry Mail/Courier Office Supplies and Inventory
Providing administrative support for the President, Management and Proposal Preparations
R.A. Malatest & Associates Ltd. Expectations will include:
Answering multi-line telephones professionally and performing reception and/or clerical services; Responding to telephone, in person and/or electronic mail enquiries, forwarding them to the
appropriate person in a timely and efficient manner; Scheduling in-person and/or telephone interviews, meetings, focus group activities and events; Preparing, reports and other documentation, data entry of notes and edits submitted by the President & CEO, formatting, editing, proofreading and finalizing correspondence, presentations, proposals and other corporate documents, meeting minutes, inserting charts and tables; Photocopying and collating documents for distribution, mailing and/or filing; Performing administrative tasks associated with the completion of research project work; Processing incoming and outgoing mail, manually and/or electronically; Coordinating staff requests for office supplies, conducting office supply inventories and arranging for maintenance and/or repairs (which sometimes requires hands on assessment or repairs); Organizing events, such as travel, accommodation and transportation arrangements for staff (in and out of the various office locations), while booking or arranging for facilities, catering, audiovisual equipment, printing and security considerations; Maintaining office calendars, agendas, meetings, itineraries and special events; Professionally maintaining an interpersonal awareness with staff, clients, corporate officials and other organizations that we interact with on a daily basis or follow-up with through work schedules.
Qualifications: This position reports to Mr. Robert Malatest, President & CEO of R.A. Malatest & Associates Ltd., in addition to providing administrative support for the Victoria office and corporate head office administrative functions and/or HR initiatives. Post-secondary education in the social sciences, information management, business administration, or other field related to research and/or office administration services; Work experience in an administrative role and office work environment, preferred; Accurate and efficient technical skill in typically used office applications (e.g., MS Word, MS Excel, MS Access and PowerPoint); with Proficient use of multi-line telephone systems; Typing speed and accuracy (55+ wpm); High level integrity to handle confidential and/or sensitive information; The ability to self-start, initiate, motivate and organize responsibilities, in order to meet deadlines, work under pressure and adjust or adapt to changing task priorities; Strong time management skill, flexibility and an attention to detail are considered essential; Proficient communications in both official languages (English/French) an asset, not required; As a condition of employment on many of our research project contracts staff members are required to obtain a security clearance with the Industrial Security Directorate Division of Public Works and Government Services Canada. Adherence to Malatest privacy, security, confidentiality and quality standards; is required.
R.A. Malatest & Associates Ltd. Working Conditions:
Ability to work within a fast paced, pressured, professional, office work environment;
Excellent communication skills (in person, by phone, or by e-mail);
Strong multi-tasking, time management, and organizational skills, required;
Proficiency in MS Office environment (e.g., MS Word, MS Excel, MS Access, MS PowerPoint)
Efficient document writing with grammar/punctuation, proofreading and attention to detail;
Must work well independently with limited supervision and proactive collaboration with a team;
Typing minimum is 50 to 60 words per minute (Note: testing may be conducted); Language proficiency to (speak/write) in both English and French, would be an asset;
Lifting general office equipment and supplies, walking or traveling to and from various locations;
Why work with us? R.A. Malatest & Associates is a proactive, dynamic, progressive evaluation and market research organization always adding new capabilities and expertise to our existing competitive advantages. Our company offers competitive private sector wages, dynamic work environments, and research project experiences that contribute to positive social and economic change, across Canada. Our professional staff enjoy continuous learning and professional development opportunities (often due to the variety of projects and positions available). R.A. Malatest & Associates Ltd. is a client focused organization that meets and exceeds all expectations, for the quality research we are known for. Our corporate admin team helps to make it all happen, with the support services we deliver. How to apply: Submit your resume, cover letter and application form to Ms. Pamela Toovey, CHRP of Human Resources. Please quote the competition number CAP -16 within your application / e-mail. While we would like to thank every candidate for applying, please be advised that only shortlisted candidates will be contacted. No calls please. Please Note: All applications will be considered for other opportunities where qualifications may be applicable. Fax: (250) 384-2774
Email (Word or pdf format):
[email protected]
By Mail: 858 Pandora Avenue Victoria, BC V8W 1P4
We would like to thank all applicants for their interest in the opportunities we may have available, but only those candidates short-listed for an interview will be contacted. This position will remain posted until the appropriate, qualified position has been filled. R.A. Malatest & Associates Ltd. is an equal opportunity employer and will not discriminate against any employee or applicant for employment because of physical or mental disability, race, colour, religion, gender, sexual orientation or creed in regard to any position for which the employee or applicant for employment is qualified. We are committed to ensuring employment equity in our workplace. You are welcome to identify within your application if you belong to one of the four designated equity groups: women, Aboriginal peoples, persons with disabilities and members of visible minorities.
