Ginger Desk HQ Virtual Office Assistant

As the HQ Virtual Office Assistant, you will work closely with the CEO, COO, and Director of People Operations on supporting the growing organizational administrative needs and support the leadership team in continuing to build Ginger Desk. This is a critical Headquarter and operational role for Ginger Desk to keep our fast-growing startup on track. You will be responsible for tasks such as scheduling; management of office equipment, subscriptions, and tools; reviewing, prioritizing, and responding to emails; answering and returning phone calls; organizing documents; maintaining records; taking notes at meetings and any other administrative tasks that help the organization and leadership team perform their roles.

Reports to: Director of People Operations

Minimum Hours: 20-40 hours a week.

Your responsibilities will include:

- Managing office equipment such as computers
- Managing office subscriptions for communication, project management, and technical support (ie. Zoom, Clickup, Teamwork, etc)
- Assist with scheduling and coordinating meetings.
- Coordinate complex calendar management, as well as content and flow of information to leadership.
- Book out-of-office meeting locations, and coordinate travel and other required accommodations
- Monitoring, screening, responding to, and distributing incoming communications.
- Liaise with internal staff as required
- Organizing documents.
- Create and manage surveys in collaboration with the leadership team.
- Creation and editing of vital documents, minutes, and speaking notes.
- Maintaining records.
- Assist with the preparation of standard correspondence.
- Supporting payments that are attached to the corporate credit card.
- Plan team and leadership events, both virtual and in person
- Maintain professionalism and strict confidentiality with all materials

Skills we are looking for:

- You are a problem solver and strategic thinker.
- You are a doer.
- You thrive in a virtual environment.
- You are very well organized.
- You have a keen eye for detail.
- You are results driven.
- You thrive in a fast-paced environment.
- You have excellent data processing skills.
- You have strong communication skills.
- You have the ability to work well independently and with a team.
- You are proactive in identifying the root cause of issues and developing solutions.
- You remain highly flexible and adaptable when faced with ambiguity.
- You are able to balance autonomy and collaboration.
- You seek the best (but sometimes not the easiest) solutions, with an unwavering commitment to do what is right.

Requirements:

- 3 years of work experience as an Executive Assistant or Office Assistant in a fast pace online environment
- Be able to travel within the Greater Vancouver Area to support administrative tasks, mailing, signatures, and local coordination at HQ
- Post-secondary education in office administration
- Excellent Google workspace and technology skills
- Outstanding organizational and time management skills

Performance Objectives: Performance is monitored through Key Performance Indicators (KPIs) and individual review with the Director of People Operations and/or designated supervisors such as COO or CEO.

Key Performance Indicators will be measured monthly x 3 months and then on a quarterly basis (every 3 months) and include three measurements:

1. Successful office asset management.
2. Low to zero mistake volume.
3. Successful event, meeting, and scheduling.
4. Successful issue management and resolution.

Ginger Desk is a diverse, inclusive, and equitable workplace where all employees, community members, practitioners, patients, and clients, whatever their gender, race, ethnicity, national origin, age, sexual orientation, identity, education, or disability, feel valued, respected, safe, and welcome. We are committed to a nondiscriminatory approach. We welcome applicants from diverse backgrounds and with diverse abilities.

Salary: $23-25.00 per hour, depending on experience

Job Type: Part-time

Salary: $23.00-$25.00 per hour

Schedule:

• Monday to Friday

Work Location: Remote

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