Office Administrator

BioAlberta; Edmonton; On-site; CAD 48,000 - 52,000; Full time

Benefits offered by this job

Two weeks of annual Personal Time Off

Health and dental benefits

Job summary

BioAlberta is seeking a professional, engaging Office Administrator to provide executive-level support to the President & CEO and customer service to BioAlberta members. This role also supports the Manager, Membership, and the Marketing and Events Coordinator.

You will manage general office operations, bookings, payroll, accounts, and budgeting, while coordinating board and committee activities. Advanced Microsoft Office and QuickBooks Online experience are essential.

Qualifications

• Five years of progressive office administration required.
• Experience with nonprofit or industry association is desirable.
• Ability to perform bookkeeping and accounting tasks.
• Advanced skills in Microsoft Office Suite and related tools.

Responsibilities

• Provide executive-level admin support to the President & CEO.
• Handle payroll, accounts payable/receivable, and financial reporting.
• Manage calendar, travel, meetings, and board/minutes.
• Coordinate member services, events, and membership renewals.
• Oversee office operations, procurement, and vendor relations.

Tools

Microsoft Office Suite

Outlook

Excel

Word

MS Teams

SharePoint

Photoshop

WordPress

CRM

MailChimp

QuickBooks Online

Job description

BioAlberta is seeking a professional, engaging person to join the team as Office Administrator. This position provides executive-level administrative support to the President & CEO in addition to providing customer service support to BioAlberta members, the Manager, Membership, and the Marketing and Events Coordinator.

Position: Office Administrator

Reports to: President & CEO

Status: Full time (30-40 hours/week)

Salary Range: $48,000 – 52,000.

Benefits include two weeks of annual Personal Time Off, health and dental benefits

Key Duties include:

1. General Office Administration

• Reception; respond to guests, telephone and email inquiries
• Mail and document file management
• Supervision of student or part-time interns
• Ensure office technology is operational and available for staff use
• Organize logistics of travel, meetings
• Submit and reconcile expense reports as necessary
• Coordinate human resource activities and the maintenance of relevant documentation
• Conduct office safety warden tasks
• Liaise with service providers and building management for acquiring parking; network support; phone and computer equipment; office cleaning
• Maintain and acquire office supplies
• Perform all bookkeeping and accounting services including but not limited to:
• Ensure payments are made in a timely manner
• Manage Accounts Payable and Receivables
• Bill Payments
• Manage banking activities, including recording & processing payments and preparing regular financial reporting
• Monthly bank reconciliation
• Budget creation
• Monitor budget expenses and provide project financial forecasting and reporting
• Membership invoicing & accounts
• Manage payroll/payroll provider
• Manage employee benefits and HR files as directed

3. Board, CEO and Executive Support

• Manage calendar, travel and accommodations of CEO
• Generate and distribute schedules, agendas, records, support materials and other documents, presentations for BOD meetings and AGM
• Prepare PowerPoint presentations, letters and reports for internal and external audiences (Executive, governments, committees)
• Arrange meeting logistics including venue, food & beverage and equipment
• Assist Committee Chairs as needed (Nominations, Awards, Audit & Finance, Advocacy & Policy)
• Coordinate Board calendar & meeting times for the year for all committees.
• Transcribe, type and distribute minutes when requested

4. Member and Partnership support

• Respond to information requests
• Provide event support including registration
• Prepare new member and renewal packages
• Maintain databases (SharePoint and other systems)
• Assist Manager, Memberships as required

5. Event and Marketing support

• Organize and Execute Annual AGM
• Update website including posting content, graphics, photos, event notices, news links, job postings, press releases, publications, Life Science Database
• Support Event Coordinator with logistics for event planning including budget, venue, catering, equipment, and industry mail-out
• Assist Event and Marketing function as required

Requirements:

Experience

Five years of progressive office administration required, including reception, board management, bookkeeping, financial forecasting and project accounting, records and file management, etc. Experience working with a nonprofit or industry association is desirable.

NOTE: Our preference is to fill this position with a candidate who can support both bookkeeping/accounting and office administration. However, depending on the applicants’ qualifications and experience, we are open to splitting the responsibilities into two separate roles.

Advanced skills in Microsoft Office Suite, including Outlook, Excel, Word, MS Teams and SharePoint. Experience with technology and programs such as Photoshop, WordPress, CRM, MailChimp, QuickBooks Online. Willingness to learn organization-specific programs and software. Ability to write, speak, and interact clearly and professionally. Must be organized and possess strong multitasking and time management skills; ability to work independently and within a group; handle sensitive information with integrity and confidentiality; possess a strong understanding of accounting principles and bookkeeping processes.

Excellent interpersonal skills needed to work with many diverse groups. Incumbent needs excellent communication skills to assist members, and to promote organization. Proactive and able to manage and coordinate multiple projects. Must demonstrate strong initiative and follow-through; recognize opportunities for process improvement and take on new challenges with a positive attitude.

Personal Attributes

Friendly and positive; flexibility to multitask in a small dynamic office environment; ability to listen, adapt and meet deadlines; attention to detail; anticipate needs; tech-savvy.