UBCP/ACTRA Looking for Office Assistant at Vancouver, BC Full Time

Position: Office Assistant

Start Date: As soon as possible (6-month term)

Duration of Appointment: Full-Time Temporary

SUMMARY

The Union of British Columbia Performers (UBCP/ACTRA) is an autonomous branch of ACTRA (Alliance of Canadian Cinema, Television and Radio Artists), the national organization of professional performers working in the English-language recorded media in Canada. ACTRA represents the interests of 27,000 members across Canada – the foundation of Canada’s highly acclaimed professional performing community.

UBCP/ACTRA is currently seeking a detail-oriented Office Assistant with strong customer service and technical skills to join our team in aiding and supporting both internal and external clients, as well as performing varied administrative tasks. As the Office Assistant, you will have the opportunity to work on various clerical and administrative assignments throughout the organization. This position requires a self-starting, service-oriented administrative professional with intermediate technical skills and the ability to work effectively and efficiently in a fast-paced and sometimes high-stress environment.

POSITION RESPONSIBILITIES

• Maintains filing systems for all departments, including records retention responsibilities.
• Filing for all departments.
• Reception relief.
• Responsible for inventory of office supplies and business machine supplies.
• Responsible for maintaining inventory of UBCP/ACTRA merchandise.
• Responsible for performing checks on the state of meeting rooms includes tidying up meeting rooms, helping to set up, reconstruct, and dismantle meeting rooms.
• Clean up meeting rooms before and after meetings.
• Set up projector equipment, speakers, microphones, and other related meeting room equipment.
• Responsible for ordering kitchen supplies.
• Responsible for ensuring adequate postage in the postage machine.
• Sorts and distributes incoming faxes.
• Review supplies and advised Receptionist on orders required.
• Checks for paper supplies for copiers and adds as needed.
• Conducts computer work including work processing of correspondence, mailings, meeting agendas and minutes, forms and notices.
• Photocopier maintenance – ensure adequate toner supply on hand, return used toner, liaise with Copier Maintenance Company.
• Upon request, order supplies as per instructions.
• Attends Membership Meetings, as required.
• Performs other clerical duties as directed.
• Assists in mail outs, as required.
• Other duties as may be assigned from time to time by the Employer.
• Reports to the Employer.

EDUCATION & EXPERIENCE

• Educational background and industry-related knowledge and experience will be considered in assessing applicants in accordance with Article 13.03 of the UBCP/UNIFOR Collective Agreement.

QUALIFICATIONS

• Intermediate proficiency with MS Office programs such as Word, Excel, Outlook and PowerPoint.
• Intermediate technical abilities in dealing with/troubleshooting various office equipment and electronics.
• Ability to work independently and as part of a team.
• Minimum typing speed of 50 WPM.
• Proficient in running or supporting virtual meetings, including set-up.
• Ability to move and arrange furniture.
• Strong teamwork and customer service skills.
• Excellent communication skills to deal tactfully and effectively with members, staff and board members.
• Excellent interpersonal skills, with a focus on providing customer service to internal and external clients.
• Film industry experience or knowledge is considered an asset.

KEY RELATIONSHIPS

Reports to: Executive Administrative Director

Direct Reports: None

Engages with: Executive Board

Executive Administrative Director

Management Team

UBCP/ACTRA Staff

UBCP/ACTRA Members

HOURS OF WORK: 5 days per week (35 hours). Regular office hours M-F 8:30 am to 4:30 pm.

SALARY: This position has a current annual salary of $61,084.51 pursuant to Appendix “A” of the UBCP/ACTRA/Unifor Local 3000 Collective Agreement.

START DATE: As soon as possible (6-month term).

DEADLINE: The deadline for receipt of applications is no later than 4:30pm, May 2nd, 2023.

UBCP/ACTRA and the UNIFOR, Local 3000, adhere to the principles of employment equity.