Administrative Assistant

Position: Administrative Assistant Location: Burnaby, British Columbia

Job Id: 2163
# of Openings: 1

Ballard is seeking a highly motivated Administrative Assistant to support our team and contribute to the company's success. This role offers a unique opportunity to make an impact by ensuring the smooth day-to-day operations of the office. The successful candidate will work directly with staff across the organization and handle a wide range of responsibilities, including administrative tasks, scheduling, and communication management.

Responsibilities:

• Manage daily calendar activities, scheduling meetings, appointments, and events across time zones for the team
• Assist in smooth communication between the leadership team and internal departments; maintaining credibility, trust, and support across the organization
• Screen incoming telephone calls and emails; take accurate messages, respond to routine inquiries, and refer non-routine matters to the appropriate staff
• Support the organization and management of internal meetings by coordinating documents, agendas, and reports for various events, including team meetings and town halls
• Keep the leadership team informed of upcoming commitments, deadlines, and responsibilities, ensuring effective follow-up
• Draft and prepare correspondence, announcements, and other communication materials as needed
• Assist in preparing presentations, reports, and documentation, ensuring all materials are well-organized and completed in a timely manner
• Work effectively with leadership to meet deadlines, handle multiple priorities, and maintain an organized workflow
• Act as a liaison between various departments, external partners, and clients to maintain strong professional relationships
• Provide proactive support by anticipating office needs and resolving potential issues before they arise
• Perform additional administrative duties as assigned, including expense reporting, file management, and travel coordination

Qualifications:

• Bachelor’s degree preferred but not required
• 3-5 years of administrative support experience, preferably in a corporate environment
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and Zoom
• Excellent written and verbal communication skills, with strong attention to detail
• Ability to handle confidential information with discretion and professionalism
• Exceptional organizational skills, including the ability to manage calendars and prioritize tasks in a fast-paced environment
• Strong interpersonal skills and ability to build relationships with internal and external stakeholders
• Self-motivated with the ability to work independently, as well as part of a team
• Demonstrates a proactive approach to problem-solving with strong decision-making skills

Additional Attributes:

• A commitment to excellence in administrative support
• Ability to anticipate needs, prioritize conflicting demands, and complete tasks under deadline pressures
• Service-oriented, dedicated to providing exceptional support to the team and broader organization

This role offers an opportunity to contribute to a dynamic and growing company while developing valuable administrative skills.

The typical hiring range for this position is CAD$50,000 - CAD$60,000 per annum. In determining total compensation, Ballard considers many factors, including the successful Candidate’s job-related knowledge, skills, experience, position location, and internal equity. As part of our total rewards offering, permanent employees in this position may be eligible for our competitive annual short-term and long-term bonus program, subject to program eligibility requirements.

As a Ballard employee, we want you to feel valued and appreciated for your efforts. That’s why we offer a competitive benefits package in addition to a performance-driven compensation philosophy. From bonuses to benefits, our people work hard and we believe they should be rewarded for it.

• Extended health and dental benefits, and employee assistance program
• Paid time off
• Retirement plan matching
• Onsite fitness facility & yoga classes
• Extensive learning opportunities, catalog of development course offerings
• People networks and mentorship programs (to name a few)

Note: The incentive programs, benefits, and perks have certain eligibility requirements. The Company reserves the right to alter these incentive programs, benefits, and perks in whole or in part at any time without advance notice.

Our Values
Listen & Deliver | Quality. Always. | Inspire Excellence | Row Together | Own It

Ballard values diversity in the workplace and is committed to Employment Equity. We encourage applications from all qualified candidates.