Office Administrator/Executive Assistant

Office Administration

(**only accepting candidates with Fluent English speaking and writing aptitudes, residing in Canada and willing to relocate to Calgary, Alberta**)

Company description

The Canadian Beef Grading Agency (CBGA) is an industry-run organization that ensures impartial assessment of value for Canadian beef, bison and veal carcasses for quality and yield based on “Grade Requirements.” These Requirements are managed by the industry’s Livestock Grade Requirements Standing Committee (LGRSC) which is overseen by the CBGA Board of Directors. The CBGA Board of Directors is comprised of industry representatives including cattlemen, cattle feeders, packers and retailers.

Job description

The day to day operation of a National Head Office (CALGARY ALBERTA) necessitates professional, timely, and accurate communications, and administrative support and the possibility of some bookkeeping coverage when required. In addition, the position entails the compilation of data for grade and slaughter reporting and the production of standard summaries and tables for statistical information.

This position with the Canadian Beef Grading Agency reports to the Executive Director of the CBGA. All employees' hours of work will always be within the legal requirements outlined in the applicable Employment Standards Code or Act. Employees are entitled to two 15-minute breaks per day (paid) and a ½ hour lunch break (unpaid) during the workday, although the breaks may be combined permitting a 1-hour lunch break.

Position Summary

The Office Administrator provides all duties surrounding the CBGA Statistical Data upkeep as well as Administration Support to the Executive Director, oversees all office administration, the CBGA’s annual general meeting, semi-annual meeting preparation, staff support, expenditure allocations and travel arrangements, as well as the possibility of some cross-over bookkeeping duties.

The incumbent works in tandem with many business units including, Information Technology, Human Resources, Legal Counsel and various clients and producers. The position will be required to work on ad hoc projects as directed by the Executive Director as well as maintain a full and thorough understanding of the Agency’s scope & flow, including its contracts, the Canadian Grading Requirements, and the process involved in making changes to it, (LGRSC). Overall having the knowledge to provide support and answers to the public and industry stakeholders should the Executive Director be unavailable.

Job Functions & Duties

Maintains the National Head Office of the Canadian Beef Grading Agency; including but not limited to the following:

Administrator Tasks

• Oversight of the Executive Directors’ office; as required: calendar management, ensure meeting materials are prepared & distributed, record and/or transcribe minutes, draft & edit documents, coordinate travel requirements, and prepare expense reports
• professional format and typing of letters, memos, minutes, agendas, notice of meetings, reports etc. and data entry
• Continuously Updates and Maintains office procedures manual, accounting manual and data collection manual and all mailing lists, for up-to-date and auspicious referencing
• Complete & Maintain Personal Emergency Contact Information for all Staff, Contractors, and Board Members
• Organization of meetings and travel by booking rooms, audio visuals, airline and hotel reservations, as required
• Assist Management with administrative tasks; Legal Counsel, Information Technology, Website Updates, provide administrative support to the LGRSC as required
• Coordinate incoming and outgoing contracts
• Maintain an organized and thorough filing system of both paper and electronic documents
• Office management oversight; answer phones/direct calls/answer Stakeholder questions, opening mail and sorting based on priority, arrange courier services and monitor delivers, ensure adequate office & kitchen supplies are on hand at all times, and maintain office appearance (janitorial services, decor, storage, etc.)
• Order, organize, distribute, and maintain all grading equipment and inventory of (new and used)
• Serve as direct liaison with landlord/building manager, and other industry partners in shared building space
• Handle all CBGA day to day matters including sensitive and confidential situations with a high degree of tact, confidentiality and professionalism
• Work collaboratively in an environment that promotes teamwork

Human Resources tasks

• Onboarding and departure tasks, payroll backup, security clearance, job postings, group benefits administration, and office social activities

Statistical Information Tasks

• Assembles data information from internal and external sources, checks it thoroughly for any one-offs or abnormalities.
• Operates and maintains database to achieve consistent and comparable data.
• Disseminates information and data on a timely basis for weekly, monthly and annual reporting.
• Maintenance of statistical files - (hard copy and computer).
• Adapts data collection and extraction methodologies to meet production requirements.
• Ensures accuracy and integrity of reports through knowledge of livestock production and marketing practices.
• Follows up on any data discrepancies, concerns or missing reports.
• Establishes data collection schedules.
• Maintains a good network of contacts pertaining to data collection with industry, governments and agencies.
• Maintains archive reports and binders and full system backup.
• Tracks grader audit performances.
• Tracks plant activities and audit results.
• Authorizes distribution of data reports once ok’d by Executive Director, or in the ED’s absence.
• Acquires statistics from internal and external sources, maintaining confidentiality.
• Meets data reporting deadlines.

Board of Directors

• Maintain Directors’ records.
• Assists in the development and implementation of the annual and quarterly Board meetings including coordination of board agenda and binders, event planning and minute taking and/or transcribing.
• Distributes and confirms all Board and Committee meeting minutes and other management committee minutes as required.
• Attends Board meetings as requested by the Executive Director, records and/or transcribes the minutes in a timely manner.
• Coordinate travel requirements of Board members as required.

Back up Bookkeeping Tasks

· · Provides crossover coverage for the permanent CBGA bookkeeper with tasks including issuing invoices, recording payments, paying vendors and preparing bank deposits.

Qualifications

• 5+ years experience supporting a senior management team
• Experience working with a Board of Directors
• Superior organizational skills; both administrative (filing and file management) and event planning (social and meetings)
• Extensive experience with meeting minutes and maintaining directors’ records
• Office management experience (mail/building management/supplies)
• Familiarity with contracts management and administration
• Experience with Human Resources tasks
• Experience with Occupations Health and Safety
• Strong computer skills with Microsoft Office suite of products
• Detail orientated
• Ability to prioritize work requirements
• Excellent interpersonal skills (including written & verbal communication skills), ability to learn quickly and self-motivate while working independently and/or collaborating as part of a team.
• Ability to exercise good judgment, show initiative and be proactive
• High standard of ethics and confidentiality to handle sensitive information
• Ability to prioritize, meet deadlines, work under pressure and adapt to a fast-paced changing environment while maintaining attention to detail.
• Experience and/or aptitude with financial software packages including but not limited to Sage Accounting
• Bi-Lingual in both written & oral aptitudes of the French & English languages preferred but not required. (ability to translate & interpret accurately and concisely between the two languages: fluent and effectively)

Education and Experience

• Bachelor’s degree or Business Administration/ College Diploma in the field of business/management and/or equivalent combination of education and experience.
• Previous administrative experience in a not-for-profit status organization environment.
• Willing to train the right candidate

Work Environment

• The physical demands include lifting objects up to 50 lbs.

Compensation

• This is a full-time salaried position with the possibility
• This position’s salary ranges from $40,000.00-$65,000.00 DOE
• Relocation compensation

Work Remotely

• No

Job Types: Full-time, Permanent

Pay: $40,000.00-$65,000.00 per year

Benefits:

• Dental care
• Extended health care
• Paid time off
• Vision care

Education:

• DCS / DEC (preferred)

Experience:

• receptionist: 2 years (preferred)
• administrative assistant: 2 years (required)

Language:

• English & French & can proof and create documents in ea? (required)

Work Location: In person