Lulu Island Energy Company (LIEC) is a leader in developing district energy systems that reduce carbon emissions, while delivering affordable and reliable heating and cooling. LIEC is committed to providing efficient energy services for space heating, cooling and domestic hot water, providing reliable, resilient local energy, and operating and maintaining low carbon energy systems. LIEC is a municipal corporation wholly owned by the City of Richmond.
Reporting to the Director, District Energy, the Corporate Assistant will be responsible for providing multifaceted administrative support to LIEC team and LIEC Board of Directors. This role will be managing LIEC administration, records system, planning and scheduling the Board meetings, taking meeting Minutes, proofreading, formatting and assembling reports to the Board and City Council. Corporate Assistant will be also supporting finance team with simple accounting tasks such as reconciliation, customer billing, follow up on voucher and billing inquiries, collections. This role will be collaborating with internal legal team and external legal counsel to ensure all corporate legal requirements are met.
Examples of key duties for this position include:
- Providing administrative and clerical support to the Director, District Energy on day-today matters. Communicating closely with the Director, and informing him of emerging issues and/or deadlines.
- Providing administrative and clerical support to the LIEC team related to:
- planning and delivery of district energy infrastructure capital projects
- operations and maintenance of the district energy infrastructure
- preparing the Annual Report, award and grant funding applications
- tracking development activity and execution of legal covenants and agreements
- Supporting LIEC finance team with simple accounting tasks such as reconciliation, customer billing, following up on voucher and billing inquiries, collections, Enterprise Resource Planning system implementation, data transfer.
- Providing administrative and clerical support to LIEC Officers and Board; liaise with their Executive Assistants on planning and scheduling LIEC Board meetings; attending the Board meetings, taking and transcribing the minutes.
- Composing correspondence, sometimes of a highly confidential and/or sensitive nature, for distribution. Preparing Board agendas, proofreading and formatting staff reports, collecting and assembling staff reports into the agendas.
- Coordinate the preparation of the operating and capital budgets. Liaise with Finance, Design and Construction, and Operations team to facilitate reconciliations and revisions so expenses are charged to appropriate accounts.
- Managing supplies, mail, timekeeping, credit cards, training applications, LIEC web site publishing, LIEC customer communication materials, as well as filing and records management.
- Evaluate office systems, corporate policies and procedures, initiate and implement creative solutions and improvements.
- Responding to the public and staff by providing assistance and excellent customer service, in person, over the telephone, and by email.
- Organizing and coordinating tours and presentations of the LIEC infrastructure and initiatives. Assisting with and coordinating staff attendance at conferences, meetings, and workshops; including travel logistics; securing venues; and facilitate catering.
Education and Experience
Grade 12 supplemented by courses in office administration, business administration, accounting, customer service, and/or computer applications. Minimum 5 years of progressive administrative/clerical/office management experience in a fast paced environment. Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and Microsoft 365, REDMS, PeopleSoft, Adobe Pro, Microsoft Teams.
Knowledge, Skills and Abilities
- Excellent knowledge of business English, spelling, grammar and punctuation, and the ability to communicate clearly both verbally and in writing, including the ability to prepare written correspondence and reports.
- Strong attention to detail; highly developed organizational, time management, and independent problem-solving skills are essential.Demonstrated experience in keeping multiple tasks on schedule, prioritizing correspondence and tasks, applying appropriate levels of confidentiality and tact, being alert to time sensitive material.
- Ability to exercise sound judgement and decision making, including to determine appropriate response and provide accurate, thorough and satisfactory information to address inquiries and requests while maintaining high level of sensitivity and discretion.
- Ability to maintain effective working relationships with the public and staff, to work effectively individually and as part of a team, and work under minimal supervision.
- Ability to work well under pressure; deal with stressful situations; have positive attitude and ability to interact positively with stakeholders, and excel at customer service.
- Skilled in evaluating, recommending and implementing office systems, methods and procedures; initiating and implementing creative office administration solutions and improvements.
- Experience with filing and records management system, web sites publishing.
- Subject-matter expert for Microsoft Office (Word, Excel, PowerPoint, Outlook), Microsoft 365, REDMS, PeopleSoft, Adobe Pro, Microsoft Teams.
Licenses, Registrations and Certifications
Valid Class 5 Drivers License for the Province of British Columbia