Administrative Assistant

at  Cranbrook Archives Museum and Landmark Society

Job Title: Administrative Assistant
Site: Head Office
Compensation: $18.00 - $20.00 per hour. 10 days paid holiday with additional 5 days during the annual year-end closure. Health Benefits Package.
Hours of work: Permanent, full-time. 28 hours per week.
The Cranbrook Archives, Museum and Archives Society (CAMAL) operates the Cranbrook History Centre, Fort Steele Heritage Town under contract to the Province of BC, and advocates for heritage and culture in the East Kootenay Region.

POSITION SUMMARY

The Administrative Assistant provides essential support to ensure the smooth operation of CAMAL’s administrative functions. The role focuses on accounts receivable and payable management, general office organization, and administrative assistance to the leadership team. This individual will work closely with staff and external stakeholders, playing an essential role in maintaining the financial and operational efficiency of the organization.

KNOWLEDGE AND CERTIFICATIONS

• Post-secondary diploma or degree in a relevant field AND/OR a combination of education and experience in office management, business administration, tourism management or similar.
• Minimum of two (2) years of experience in financial administration or office coordination.
• Familiarity with accounting software Sage is required.
• An understanding of Indigenous relations in this region; additionally, familiarity with the Truth and Reconciliation Commission and the relevant Calls to Action for Museums is an asset. This knowledge can be through education, lived or worked experience.

ABILITIES AND SKILLS

• Exceptional organizational and time management abilities to effectively prioritize tasks and meet deadlines.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook) and accounting software Sage for financial and administrative tasks.
• Excellent written and verbal communication skills to interact with internal and external stakeholders professionally.
• Analytical and problem-solving skills to identify challenges and implement effective solutions.
• Strong attention to detail and accuracy in managing financial records and administrative processes.
• Ability to work both independently and collaboratively within a team-oriented environment.
• Adaptability and resourcefulness to manage multiple tasks in a dynamic workplace setting.

• Process accounts receivable and payable, including invoicing, payment tracking, and vendor management.
• Monitor financial transactions to ensure accuracy and compliance with organizational policies.
• Assist the Bookkeeper and COO with preparing financial reports, documentation for audits, and managing contract terms to ensure compliance and timely renewals.
• Maintain and organize office systems, including filing, scheduling, and correspondence.
• Support the preparation of board and committee materials, including agendas and minutes.
• Manage incoming inquiries and provide excellent customer service to internal and external stakeholders.
• Oversee office supply inventory and place orders as needed.
• Coordinate with staff to maintain an efficient and productive work environment.
• Provide logistical support for meetings, events, and projects.
• Assist with special projects and perform other duties as required.