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Administrative Assistant

Job Description -

Role:

Reports to the Managing Director and coordinates the administrative activities for the Two Rivers Gallery.  The Administrative Assistant is responsible to supplying support to all Managers and other staff as required.

Hours:

37.5 hours per week

Duties and Responsibilities:

The Administrative Assistant of Two Rivers Gallery is extremely resourceful and helpful and is expected to deliver exceptional and professional service to all internal and external clients.  In addition the Administrative Assistant will be required to assist the Managing Director with any or all confidential and discreet Association correspondence and matters.

Duties and responsibilities may vary to accommodate changes and new projects to the gallery.  Some of the basic duties are as outlined below:

  • Implement, develop and maintain administrative systems

  • Bookkeeping duties (i.e. payable coding, filing, photocopying, supplier calls, staff time sheets, vacation records, bank deposits, government remittance etc.)

  • Work with Visitor and Retail Services staff to ensure effective management of P.O.S. System, cash flow (donations, consignor payments, cash reconciliations, registrations, etc.)

  • Manage all invoicing, payables and receivables, petty cash

  • Manage Gaming financials

  • Implement and develop the administrative filing system and maintain all store financial and administrative files

  • Maintain statistical records for members, suppliers, donors and volunteers on a monthly basis

  • Maintains an accurate ongoing record of all donations and sends acknowledgements

  • Assist with maintaining confidential employee files including all correspondence and documents related to labour and employment matters, employee dismissals, discipline, appraisals or hiring

  • Provide confidential administrative assistance to the Management Team and Board Members (i.e. emailing, photocopying, filing, phone work, written correspondence, etc.)

  • Handle all administrative contracts and official tax receipts on behalf of the institution

  • Manage Facility Rentals

  • Assist with all fundraising projects and campaigns

  • Help research, prepare and develop grant applications

  • Cover front desk reception during lunch breaks or other absences

  • Maintain and organize all office equipment usage and office supplies

  • Organize mail outs and oversee postage maintenance

  • Keep all administrative areas neat and tidy (desk, bulletin boards, photocopy room, administrative black-out tables)

  • Distribute mail

  • Assist with Graphic Design

Qualifications:

  • Two-year certificate or diploma or four-year degree in office/business administration (or equivalent)

  • Preferably 3-5 years progressive experience in an administrative support capacity

  • Strong computer knowledge of all Microsoft Programs and the Internet

  • Keyboarding proficiency

Requirements/Abilities:

  • Vision, creativity, teamwork, and commitment to Two Rivers Gallery of Prince George and Region

  • Administrative, leadership, organizational and teamwork skills to manage people and resources

  • Excellent interpersonal & communication skills, both verbal and written

  • Ability to prioritize and handle multiple tasks

  • Ability to interact in a highly professional and confidential manner

  • Familiarity with WCB, EI, Employment Standards, Gaming regulations

  • Familiarity with not-for-profit sector

  • Knowledge of and/or interest in visual art

This job description does not imply that these requirements are the exclusive standards of the position.  Employees may be required to follow any other instructions and to perform any other related duties that may be required by the Managing Director or Board of Trustees.

Salary Range:
$32,300 - $38,700

Interested candidates must submit a cover letter, resume and the names of three references to Carolyn@tworiversgallery.ca by November 14, 2017.


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