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 robust 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.

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📌 Office Administrator (Alberta)
🏢 BioAlberta
📍 Alberta