Job Posting: Administrative Assistant

RAVEN is hiring! Check out the job posting below and submit your cover letter and your resume to info@raventrust.com

Position Summary:

The Administrative Assistant reports directly to the Operations Manager, works closely and collaboratively with the Accountant, and will be required to perform a wide range of duties to assist with organizational support. This is a part-time position (24-28 hours per week) based in Victoria, BC, at an hourly rate of $24-27 depending on experience.

Responsibilities:

The Administrative Assistant ensures the efficient operation of the office, assists with key operational duties, and occasionally supports the work of management and other staff.

Reception10%

  • Answer general phone inquiries using a professional and courteous manner 
  • Direct phone inquiries to the appropriate staff members 
  • Reply to general information requests with accurate information

Office administration – 35%

  • Use computer word processing, spreadsheets, and database software to prepare reports, memos, and documents
  • Sort and file incoming correspondence and mail
  • Prepare and send outgoing faxes, mail, and courier parcels, including routine distribution of tax receipts and newsletters
  • Purchase, receive, and store office supplies ensuring that basic supplies are always available
  • Assist with records management, and code and file material according to the established records management procedures
  • Update and ensure the accuracy of the organization’s operational files
  • Back-up electronic files using proper procedures
  • Coordinate the maintenance of office equipment 
  • Plan and coordinate staff/internal events in collaboration with other staff 
  • Other administrative duties as required 

Assist with financial management – 40%

  • Process and manage data entry of incoming donations
  • Assist with financial reports as required
  • Provide organizational CRM support
  • Help manage and organize invoices and financial statements
  • Provide tax receipt support in collaboration with the Operations Manager, including monitoring a tax receipt inbox
  • Support accounts payable and receivable as directed by Operations Manager
  • Prepare bank deposits and deposit cheques at the bank

Provide Board support – 5%

  • Ensure the timely distribution of material to the Board
  • Support the Board with meeting, travel and other arrangements

Inter-departmental Communications – 10%

  • List management including weekly or bi-weekly updating, sourcing data from different departments
    • Lists could include: new business donors, local artists fundraisers, monthly donor cancellations, etc.
  • Campaign Monitor (newsletter) input, testing, and scheduling

Job Qualifications:

  • High School Diploma
  • Post secondary education in social sciences/humanities, business, IT-related disciplines, or office management
  • Proficiency in the use of computer programs for:
    • Word processing
    • Data entry
    • Spreadsheets
    • Financial reports and monitoring
    • E-mail
  • Experience with office administration, records management, and/or event planning 
  • 1-3 years of experience in an office setting or equivalent
  • Experience in Salesforce and/or other CRMs is preferrable
  • Experience using Campaign Monitor or Mailchimp is preferrable

Behavioural Competencies

A qualified applicant demonstrates competence in the following:

  • Behave Ethically: Understand ethical behaviour and business practices and ensure personal behaviour and the behaviour of others are consistent with these standards and align with the values of the organization.
  • Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.
  • Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
  • Focus on Donor Needs: Anticipate, understand, and respond to the needs of internal and external donors/partners to meet or exceed their expectations within the organizational parameters.
  • Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
  • Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
  • Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
  • Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
  • Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem. 

Additional Information:

This is a part-time position (24-28 hours per week) based in Victoria, BC. In addition to salary, RAVEN offers generous benefits, including paid vacation, sick time, medical/dental, and a supportive working environment.

RAVEN recognizes the importance of a diverse workplace and is committed to being an affirmative action/equal opportunity employer and does not discriminate based on identity. Indigenous people, people of color, Two-Spirit or LGBTQA+ people, and members of other marginalized groups are strongly encouraged to apply.

Applications will be accepted until March 10, 2023. Only qualified applicants will be contacted for an interview. Please submit your cover letter and your resume to info(at)raventrust.com.

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