Office Assistant jobs in Lower Mainland, BC

Who is the VSA?

The Motor Vehicle Sales Authority of BC (“VSA”) builds public confidence in the motor dealer industry in BC by engaging and educating industry and consumers, ensuring a safe and reliable motor vehicle buying experience.

As an independent, non-profit, regulatory agency that oversees the sales of new and used personal-use vehicles, the VSA:

• licenses motor vehicle dealerships, salespeople, broker agents, broker agent representatives, and wholesalers
• provides licensing courses and continuing education for VSA licensees
• offers consumer information and assistance
• provides assistance with dispute resolution
• investigates consumer complaints and claims
• undertakes compliance action

Why join the VSA?

The VSA is an organization where you can build your career. You will work with a dedicated and passionate team that strives to bridge the gaps between industry, the consumer, and the regulator, all while embracing a collaborative and innovative approach. Consider joining a strong team that is committed to protecting the public with access to employee programs, and activities that support a healthy work-life balance and fosters individuality and diversity.

What the VSA Offers

In addition to becoming part of an exceptional team, the VSA also offers:

• Vacation, personal & sick days,
• Optional leave arrangements,
• Opportunities for flex time,
• Extended health care and dental benefits,
• Healthcare Spending Account (HSA),
• Short-term and long-term disability benefits,
• Access to our organization’s matching RRSP plan,
• Access to our Employee Assistance Program (EAP) at no cost,
• Support for continuing education, and
• Opportunities to work in a flexible work environment.

What is the role?

This position is responsible for a wide variety of executive administrative duties in support of the President, the Executive Team, and the Board of Directors. Duties include, but are not limited, to limited reception duties, arranging travel plans, meeting minute-taking and distribution, scheduling appointments, compiling Board & Committee meeting packages, and drafting both internal and external correspondence.

The position receives general/corporate direction from the President and is expected to work with independence, confidentiality, and a high degree of initiative. The position is expected to determine priorities, resolve issues, and make administrative decisions using discretion and good judgment.

Key Stakeholders:

Internal – the position works closely with the President, the Executive Team, the Board of Directors, and their Committees.

External – the position is a liaison between the President, the Executive Team and industry representatives, the media, government and other public and private sector agencies and members of the public; communicates with Board members to relay information or respond to requests.

What you'll do:

• Provides executive initiative and administrative support to the Executive Vice President, and administrative support to the Corporate Services Team, including overseeing the preparation of correspondence and reports, coordinating meetings and conferences, assisting with the organization of special events, preparing agendas, recording minutes, and making travel arrangements as required.
• Provides administrative and office support to members of the Corporate Services Team, as directed, including responding to inquiries, coordinating correspondence, and supporting day-to-day operational requirements.
• Provides administrative and clerical support to the Executive Vice President and Corporate Services departments, including email coordination, document preparation, scanning, printing, mailing, photocopying, and ordering office supplies and corporate materials.
• Coordinates meetings and governance-related activities, including creating meeting timelines, preparing and distributing meeting notifications, agendas, and supporting materials, and following up on action items.
• Attends Board and committee meetings, as required, and records and prepares accurate meeting minutes.
• Helps to maintain the Board’s electronic document portal (Aprio) by ensuring documents are accurate, current, secure, and appropriately organized.
• Provides administrative and clerical support to the Executive Vice President and Corporate Services departments, including email coordination, document preparation, scanning, printing, mailing, photocopying, and ordering office supplies and corporate materials
• Performs other related duties as assigned in support of the Executive Vice President and Corporate Services Team.

Knowledge, Skills and Abilities:

• Minimum of 5 years of experience providing executive support to senior managers, including managing electronic calendars, meeting requirements, and travel arrangements.
• Experience preparing a wide range of documentation, for example: formal business correspondence, agendas, minutes, reports, spreadsheets, and presentation material.
• Experience with computer applications for word-processing, spreadsheets, database, and presentations.
• Governance Professionals of Canada Certification or willing to obtain certification.
• Excellent interpersonal and written communication skills and communications experience.
• Thorough knowledge of routine office procedure; records management; and senior level administrative support requirements
• Knowledge and understanding of the significance of confidentiality when maintaining public records; preferred knowledge of Freedom of Information and Protection of Privacy legislation
• Knowledge of a variety of computerized applications and their capabilities including email and the Internet
• Excellent knowledge of proper form of business letters and business English
• Superior organizational and time management skills
• Ability to work with a high degree of independence, initiative, and confidentiality
• Superior computer skills
• Analytical and problem-solving abilities
• Ability to adapt quickly to change and deal with overlapping priorities
• Excellent written and interpersonal communications skills
• Good teambuilding skills and the ability to be flexible and adjust to changing priorities

Preferred:

• Experience with Board document management portal Aprio.

Special Requirements:

• A criminal record check is required for this position
• Must abide by the Privacy Laws of BC
• Willing to sign a confidentiality agreement and adhere to BC privacy legislation

How to apply:

The VSA values diversity and is committed to fostering an inclusive workplace where everyone is respected and supported. We welcome applicants from all backgrounds and experiences. Only candidates selected for an interview will be contacted. If you require accommodation during the application process, please reach out to our HR Team at resumes@vsabc.ca.

We thank all candidates for applying; however, only those selected for an interview will be contacted.

Pay: $67,000.00-$77,000.00 per year

Benefits:

• Casual dress
• Dental care
• Extended health care
• Flexible schedule
• On-site parking
• Paid time off
• RRSP match
• Vision care
• Wellness program
• Work from home

Education:

• Secondary School (preferred)

Experience:

• Administrative: 5 years (preferred)

Work Location: In person