Vancouver Economic Commission is hiring

JOB OPPORTUNITY: Receptionist & Office Administrator

  • October 4, 2018
Logo for JOB OPPORTUNITY: Receptionist & Office Administrator

The Vancouver Economic Commission (VEC) is the economic development agency for the city’s businesses, investors and citizens. It works to strengthen Vancouver’s economic future by supporting local companies, attracting foreign investment and promoting international trade. VEC works collaboratively to position Vancouver as a global destination for innovative, creative, diverse and sustainable development.

We are seeking a proactive Receptionist & Office Administrator to join our team of experts dedicated to Vancouver’s economic diversification and resilience.

Job Title: Receptionist & Office Administrator (Full-Time Permanent)
Reports to: Finance & Operations Manager
Deadline: October 19, 2018 (5PM PT)

The Receptionist & Office Administrator will act as the first and positive point of contact in the office, representing the corporation professionally and with diligence at all times. The Receptionist & Office Assistant will work with the rest of the VEC’s staff as required.

 

Receptionist & Office Administrator: Duties and Responsibilities

Front of House Reception

  • Phone / front desk reception
  • Provide professional greeting service for incoming visitors to the VEC offices
  • Manage mail and courier deliveries
  • Purchase and maintenance of general office and kitchen supplies
  • General office appearance and kitchen care, including meeting rooms
  • Take an active role in the VEC Emergency / Safety Team
  • Help to implement Green office practices
  • Monitor and direct general email inquiries

Event Space Management

  • Manage logistics for on-site visits from government, business groups, international organizations, media events and VEC-hosted workshops, meetings, and roundtables
  • Room configuration & set up, including borrowing or renting equipment if required for VEC-led events
  • Set up and manage A/V according to meeting requirements
  • Arrange food and beverage, including ordering catering if required
  • Ensure event space is clean and ready for use at all times
  • Coordinate the event space calendar, ensuring appropriate time for set up etc.
  • Support third party events as required
  • Work with Finance and Operations Manager to maintain policy and best practices for event space

 Administration Assistance & General Office Management

  • Support the VEC team with management of meeting room calendars
  • Enter data into Salesforce CRM as required
  • Support Senior Management with additional administration as needed
  • Support the Finance & Operations Manager with administrative duties
  • Maintain office equipment
  • Troubleshoot IT and AV related issues
  • Act as the primary point of contact with building management

Qualifications

  • Diploma in Business Administration an asset
  • Minimum 2 years working experience in corporate office administration or an equivalent combination of education and experience

Knowledge, Skills & Abilities

  • Professional, with excellent interpersonal skills
  • Track record in coordinating a welcoming and high-functioning office environment for staff and business guests
  • Superior administrative acumen and experience
  • Excellent organizational and planning skills, accuracy, attention to detail and timely response to staff and organization needs
  • Experience in event management; logistics, budgeting and execution
  • Self-starter able to manage time and prioritize tasks as necessary
  • Resourceful and demonstrated problem-solving skills
  • Well-developed oral and written communication skills, including business English
  • Ability to work independently and contribute in a team environment
  • Ability to establish and maintain effective working relationships
  • Proficiency in the use of standard office equipment (copier, fax, printer, kitchen appliances)
  • Extensive experience with MS Office Suite (Outlook, Word, Excel, PowerPoint)
  • Demonstrable typing ability (min. 65 wpm)
  • This position will involve occasionally working outside regular office hours

 
Based in the heart of downtown, VEC respectfully acknowledges that it is located on the unceded ancestral territories of the Musqueam, Tsleil-Waututh and Squamish nations.

 

How to Apply

Applicants should respond to this posting by emailing their resume and cover letter to info@vancouvereconomic.com by Friday October 19 at 5:00PM PT.  Please note that only candidates shortlisted for interviews will be contacted by VEC.