Hiring: Office Administrator, Project Coordinator and Executive Assistant
This position is the ideal choice for a self-starter with top bookkeeping, project coordination and communication skills, who is a proactive organizer, a team player, and who loves the idea of ecotourism at a very high level of professionalism.
If you like being part of a small, high-performing team, you relish a job with several different facets, and like to contribute to making something even better, while also attending to your responsibilities, this may be for you.
This is not a management position. We see the ideal candidate as someone who seeks to master the job and grow in responsibility over time, who is tactful, detail-oriented, forward thinking and an excellent facilitator.
Maple Leaf Adventures is a small, privately owned company that has deliberately chosen to have a quadruple bottom line: where environmental, social and financial values are joined by the fun factor as critical metrics of our company’s success. We are inspired by exploration, creating great experiences, and the rich British Columbia and Alaska coast.
Our multi-day expedition cruises in remote BC and Alaska are internationally rated as some of the top adventure travel experiences in the world. This comes from a spectacular environment, a natural love of hosting guests, a disciplined approach to operations, respect for people of all kinds along the coast, and the vision to create something world-class.
At Maple Leaf, you will be a key part of a small, dynamic team that is dedicated to these principles. You’ll be proud to work hard, with lots of attention to detail, and participate in the rewards of growing, world-class adventure travel company on our spectacular coast.
The Multi-faceted Role
Role of the Office Administrator
The office administrator keeps everything in order: bookkeeping, other financial administration, the office and office services. This person may also act as back-up reception. These responsibilities are expected to take up to 20 hours per week of time.
Role of the Project Coordinator on the Project Team
- Build the networks of co-operation between all components of projects, including a vessel refit project: finance, project information, refit activities, trades contractors, shipyard, suppliers, and company management.
- Provide clear project status and communications.
- Keep the process of the project running smoothly.
- Identify, recommend and sometimes create newly required systems, procedures, policies or other tools required to keep the project running smoothly and reporting correct status to management.
These responsibilities are expected to take up to 10 hours per week of time.
Role of the Executive Assistant
- Assist the executive (mainly the CEO) with correspondence, scheduling, workplace organization, research and communications.
- Identify solutions, help with work planning, and maintain confidential information.
- Be the ambassador for the CEO, showing tact and discretion, but able to move things forward.
- Help with other communications tasks or coordinating other projects, as time allows.
These responsibilities are expected to take up to 10 hours per week of time.
Bookkeeping & Office Administration
- Bookkeeping and financial reports, including year end prep.
- Cashflow, bank account, credit card and vendor account admin and forecasting.
- Payroll, payroll administration, A/R and billing, A/P, government filings.
- Misc office administration, including mail systems, office supplies.
- Backup reception and phone reception.
- Tracking and administration of 1% For The Planet fund.
- Insurance and benefits plan administration.
- Tracking and admin of office software subscriptions.
Project Tracking (project co-ordinator)
- Maintain (update, adjust, create) project schedule and project status in project software.
- Coordinate the tracking of expenses against budget, change requests, and issues that need the project manager’s attention.
- Provide weekly consolidated project reports on project timeline, costs and task completion, and coordinate team meetings.
- Document decisions, and maintain document repository for project.
- Document business requirements for misc refit work, to help ensure the team meets them in their work decisions.
- Track communications and deadlines between project team and outside regulators or contractors to ensure the timely exchange of information to move the project forward.
Project Administration Support (project coordinator)
- Research materials, systems and supplies for project team members, and/or set up meetings or phone calls between suppliers, trades and project team members, and coordinate deliveries as needed.
- Set up meetings between regulators and key project team members, and coordinate all follow up from those meetings.
- Create or facilitate the creation of project policies and procedures for the management of the project.
- Help write stakeholder communications to be sent by project manager.
- Arrange and help set up communications technology and subscriptions (cell phone, wifi, laptops, etc) for project team.
- Help hire members of project team, and liase with office admin team for employee setup (contracts, timesheets, etc.)
- Ensure the efficient and effective functioning of the excutives’ workplace (mainly the CEO), to enable them to be unencumbered by administrative and technical details.
- Anticipate daily needs of the CEO; assist with software and technology set-up.
- Ensure information is available to enable the CEO to effectively deal with issues in an informed, productive and timely manner. Coordinate meetings.
- Manage files and filing system, respecting confidentiality and security requirements.
- Research, prepare, proofread and edit correspondence, reports, minutes, and agendas, and review all materials to ensure accuracy and completeness for quality, tone and consistency.
- Help CEO manage his schedule.
- Track and follow up on issues or projects referred by the CEO.
- Acts as an ambassador for the executive, with tactful, professional demeanour and discretion.
- Special projects when time permits.
Skills and Abilities
- Bookkeeping training and certification.
- Management accounting literacy: the proven ability to read financial information and understand its implications for cash flow, creating financial metrics for the company, helping with financial projections, and recommending improvements.
- Intermediate user of Sage and Microsoft Excel. Excellent ability to figure out and use other software programs, including project management software and PowerPoint.
- Able to understand and inspire trust from different kinds of project team members: contractors and trades, ecotourism company crew and management; establishes a quick rapport.
- Highly organized, with attention to detail and precision.
- Good understanding of schedules and scheduling. Able to identify scheduling conflicts and facilitate and track their resolution.
- Excellent verbal and written communications skills with ability to decide when is the time for factual or persuasive language.
- Excellent facilitation skills and absolute discretion.
- Adaptable and able to wear many hats in a small business, pitching in to make great things happen.
- Self-starter who can switch between driving the project coordination forward and assisting or collaborating with others.
- Demonstrated use of triple bottom line principles in daily life.
- Previous experience coordinating technical projects with a long-term nature and internal and external stakeholders and team members.
- Previous experience in a business environment, including in professional communications, bookkeeping and admin.
- It would be an asset to have previous experience with or understanding of refit or construction projects and/or vessels and/or the hospitality industry.
- Completion of post-secondary education that fostered critical thinking, or equivalent experience.
Compensation and Location
Full time, 40 hours per week in our downtown, Victoria BC office. Ability to participate in company benefits plan.
How to Apply
Deadline for applications: Open until suitable candidate found
How to apply: Please send resume with cover letter to jobs [at] MapleLeafAdventures.com
No phone calls or drop-bys please.
Thank you for your interest in working with us! Due to the typically large number of applications, we are able to reply only to those we wish to interview.
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