Office Assistant and Scheduler

Community / Organization: 
Baillie Strategic HR
Posting Date: 
Monday, March 29, 2021
Closing Date: 
Monday, April 5, 2021
Victoria, B.C
Job Status: 
Full Time

Office Assistant and Scheduler:  

Our client is a not-for-profit organization, who is solidly funded and does not rely on fundraising or government grants. There is an immediate opening for an Office Assistant and Meeting Scheduler. This is a permanent, full time position, based in Victoria. This is not a tele-work position and requires attendance in the office. 


Key Responsibilities include: 

  • Front desk reception 
  • Schedule Meetings, in Google Calendar 
  • Distribute meeting materials 
  • Set up Boardroom for meetings and keep boardroom organized and tidy (post COVID) 
  • Take precise, accurate minutes 
  • Set, attend, monitor and record zoom meetings; transcribe notes from recordings 
  • Order Office Supplies 
  • Code accounts payable invoices 
  • Maintain office equipment, replenish supplies 
  • Maintain and reconcile petty cash 
  • Type cheque requests 
  • Other duties as assigned 
  • Occasional local travel to meetings, etc required 
  • Working Hours40 hour work week; must be willing to work occasionally on the weekend 
  • Thorough training provided 
  • This position is based in the office.  
  • We are following all protocols as directed by WorkSafe BC and the Office of the Provincial Health Officer. 


Education and Experience 

  • Post-Secondary training in Office Administration or related field 
  • Valid Class 5 Driver’s licence and vehicle as occasional local travel is part of this job 
  • Two year’s experience in a formal office environment, including minute taking, transcriptions 
  • Proficiency in Microsoft Office  
  • Experience in communicating, both verbally and in writing with executives 


Compensation /Benefits; 

  • Competitive starting salary, based on experiencesalary review after completion of six month probationary period 
  • Excellent benefits, including extended health and dental, 2 week’s vacation 
  • Free coffee (post COVID) 
  • A diverse working team 
  • Virtual team events (we work hard and like to have fun!) 
  • Allowance for mobile phone 
  • Mileage allowance for work-related travel 
To apply please send your resume and a cover letter to: Shannon Baillie at Baillie Strategic HR
Type of opportunity: 
Job Posting
Job Sector: 
Not for profit