Job Title: Administrative Specialist
Reports to: Director of Operations & Programs
Type: Permanent Full-Time
KAST (Kootenay Association for Science and Technology) is the hub of Kootenay tech and innovation and the only non-profit technology association serving the entire Kootenay economic region. Our mission is to enable a vibrant, thriving and healthy tech community in the Kootenays by creating inclusive economic opportunities, stimulating job growth and by providing entrepreneurs and businesses with the support they need to thrive in the local and digital economy. We do that at two facilities (MIDAS Lab in Trail and the Nelson Innovation Centre) and through programs, services, networking opportunities and events, and regional partnerships.
We are looking for an enthusiastic individual with a penchant for organization to exceed our expectations for high quality administrative execution. This includes providing support to our management team, and completing a variety of operational and administrative tasks. The Administrative Specialist will thrive working in an entrepreneurial environment with a dynamic team, is a creative problem solver, and strives to implement continuous improvements. They will support the team in building partnerships and will have experience dealing with all levels of stakeholders, board members and clients.
To support employment equity and diversity in the workplace, we welcome all applications. This includes women, visible minorities, Indigenous Peoples, persons with disabilities, persons of diverse sexual orientation, gender identity or expression (LGBTQ2S+), and others who may contribute to our diversity. We also recognize unique styles, perspectives, beliefs and creativity that support a diverse, respectful, inclusive and collaborative work environment.
- Support the Director of Operations to identify and improve administrative procedures and support their implementation
- Participate in the preparation, drafting and edits of planning documents and operating plans. Maintain up to date office procedures/manuals to ensure operational efficiency
- Facilitate the completion of client agreements and program contracts
- Assist with the collection and provision of financial information & key performance metrics for funder reports
- Manage schedules, meetings, and booking of required travel for Executive Director and designated staff
- Coordinate required logistics for various programs, events and workshops
- Purchasing of office and facility supplies
- Handle phone calls, e-mails and inquiries and ensure that queries are directed to the proper person. Provide outstanding service to clients, members, suppliers, staff, Directors and the public
Financial Document Management
- Manage weekly accounts payable and receivable documents (advices, invoices, receipts, purchase orders, etc.)
- Work with KAST Financial Specialist to ensure monthly financial reports & reconciliations are completed and that payroll & expense runs are completed regularly
- Update accounting software entries and budgets as required
- Review monthly reports on projects (actuals vs. budget); identify issues and flag to executive
Board Liaison, Records Management & Compliance
- Maintain a highly professional relationship with the Board of Directors
- Schedule and organize board meeting & committee logistics. Prepare meeting documentation, presentations, agendas and catering as required
- Attend Directors Meetings and Annual General Meeting; prepare, edit and distribute Meeting Minutes
- Complete records disclosures as required by audit or public, member or Director inquiry
Manage the accuracy and ensure proper maintenance of records in keeping with CRA, BC Society Act, Freedom of Information and Protection of Privacy Act (FIPPA) & Personal Information Protection Act (PIPA) regulations
Experience & Qualifications:
- Post-secondary certificate or diploma in a relevant field combined with a minimum of 3 years recent and related experience; OR you have the recognized equivalency of a high school diploma with significant 5-7 years of administrative experience in a fast paced office environment.
- Experience in non-profit or public sector accounting, business or public administration, operations or human resources
- Proficiency in Windows, including MS Word, EXCEL, and PowerPoint, Adobe and G-Suite (Gmail, Calendar, Sheets, Docs) and the demonstrated ability to quickly grasp new software programs with proper training
- Ability to work independently, anticipate roadblocks and work to mitigate their impact; ultimately assisting where required in expediting resolutions, and contributing to team success
- Sound judgement with an unbiased approach to solutions and new ideas
- Well-developed communication and interpersonal skills
- Strong problem solving and troubleshooting abilities
Desired Knowledge, Skills and Assets:
- Tech savvy and knowledge of the regional Kootenay tech sector would be an asset
- Experience in some or all of the following software: Insightly Customer Relations Management (CRM), Xero Accounting, Eventbrite, MailChimp, Plooto, WagePoint, HubDoc
- Creativity in writing, digital design or photography/videography would be an asset
Trail or Nelson, BC. Remote working may be permitted after successfully passing a 3-month probation. Travel will occasionally be required.
How to Apply:
Submit the following in Word or PDF format directly to firstname.lastname@example.org before December 24, 2019
- Cover letter – 1 page; format and content will be used for evaluation purposes. Please concisely articulate why you would be the best candidate for the position and why you are applying
- Resume – no longer than 2 pages
We thank all applicants but only those considered for an interview will be contacted. Professional reference and criminal record checks will be conducted prior to appointing the successful candidate.