Modern Executive Assistant Wanted

September 14, 2016
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Modern Executive Assistant Wanted

We currently have a full time opening for an Executive Assistant for a
new branch of Funeral Futurist in Victoria, BC that will support local
funeral homes. This is an opportunity to grow your career in the

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funeral, cremation and cemetery services profession.

SPECIFIC RESPONSIBILITIES

Management Administrative Support

  • Answers phones, giving information to callers or redirecting
    calls as appropriate
  • Schedules meetings
  • Managing emails and other correspondence
  • Makes travel arrangements
  • Plans events
  • Completes management expense reports
  • Assists on special projects and other duties as assigned by the
    management team
  • Pulls monthly reports from reporting site and creates
    spreadsheets for stack rankings and tracking of key performance
    indicators
  • Processes annual funeral home and cemetery license renewals
  • Submits continuing education programs for approval by regulatory
    boards
  • Codes and scans of invoices
  • Posting online obituaries
  • Tracking merchandise inventory
  • Schedules call-in appointments for Sales

Staff Administrative Support

  • Reviews and processes all required documentation and performs
    day to day administrative duties for funeral services/ burials and/or
    cremations in accordance with policies and procedures
  • Files and maintains client information for both new business and
    previous customers
  • Maintains office and facility supplies as well as fax machines,
    copiers and network printers
  • Assists Human Resources (HR) with investigations, note taking
    and other documents
  • Administers HR processes including new hire paperwork and
    background checks
  • Schedules new associates for new hire orientation
  • Maintains Market Leader files as necessary
  • Enters contract details into funeral home management software
  • Orders and checks memorial to ensure accuracy
  • Works with pre-need arrangements and completes administrative
    paperwork
  • Assists in preparing and generating required reports
  • Processes accounts payable and other accounting support transactions
  • Maintains processes “SOPs” (Standard Operating Procedures) to
    ensure compliance with policies and procedures including SOP
    administration and audit
  • Trains others on policies, procedures and new company initiatives
  • Performs other duties as assigned

Customer Service

  • Receives incoming telephone calls and assist callers with any
    questions or comments, direct calls to appropriate team members
  • May serve as Receptionist to greet and receive client families
    and / or other persons contacting us via telephone, email and web
    forms
  • Maintains a friendly attitude offering assistance and guidance
    to all persons contacting firm

Requirements & Qualifications

  • High school diploma or GED equivalent
  • 3 – 5 years of experience working in a customer-focused and
    fast-paced professional environment – preferably in a funeral home or
    cemetery
  • Must have advanced typing, computer (Windows & Microsoft
    Office), internet and word processing skills
  • Working knowledge of office equipment including calculators,
    copiers, printers, fax machines, telephone console
  • Effective communication skills both orally and in writing
  • Answering telephone courteously and in a polite manner with a
    goal to meet or exceed internal and external customer
    expectations
  • High level of compassion and integrity
  • Problem solving skills
  • Ability to multitask and set priorities
  • Detail oriented
  • Must be able to follow instructions and work with minimal supervision
  • Discretion and confidentiality
  • Creative and organized
  • Excellent customer service skills
  • High energy and understands confidentiality matters and documents
  • Must have a valid driver’s license
  • Occasional evening work
  • Bilingual in English and any other language is a plus

For more details contact Robin Heppell, CFSP by TXT to 1-250-686-4576 or by email to robin@funeralfuturist.com. Please include your Name and Email Address.

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