Virtual Administrative Assistant - Toronto

MTABC REQUEST FOR PROPOSAL

Contents

1.1. Background Information.

1.2. Scope of Work.

1.3 Deliverables.

1.4. Contractor’s Requirements.

1.5. Timeframe and Hours.

1.6. Requirements for Proposal Preparation.

1.7. Evaluation and Award Process.

1.8. Process Schedule.

1.9. Points of contact for future correspondence.

1.1. Background Information

The Music Therapy Association of British Columbia (MTABC) is the provincial voice of certified music therapists.

MTABC is a non-profit society that collectively represents about 200 certified music therapists, students and interns throughout British Columbia. MTABC is a provincial association in cooperation with the Canadian Association of Music Therapists (CAMT).

MTABC’s organizational mission is to promote excellence in music therapy practice, research, education and development, to further the awareness of music therapy in BC and across Canada, and to serve as an organizational agency for our members.

1.2. Scope of Work
MTABC is seeking a responsible Contractor Virtual Administrative Assistant (here after called the Administrative Assistant) to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to the MTABC members and Board, responding to public enquiries, and representing the association in a positive manner. The contract is part-time and will involve a variable number of hours each week.

Administrative Assistant deliverables include responding to and following up with emails and phone calls, managing membership renewals, paying invoices and doing basic bookkeeping of the accounts, job postings, posting updates on the association website, preparing Society Act documents, attending MTABC board meetings, and maintaining appropriate filing systems. The ideal contractor should have excellent oral and written communication skills and be able to organize their work using tools, like MS Word and MS Excel. Expertise with googlegroups, Eventbrite, dropbox, and Paypal will be needed. Basic accounting or bookkeeping is an asset.

As an Administrative Assistant, the contractor will be working offsite and be required to supply their own workstation, computer equipment and internet connection.

The successful contractor should be able to handle administrative projects and deliver high-quality work under minimum supervision.

1.3 Deliverables
Responsibilities to be delivered are to:

o Act as the first and main point of contact for MTABC; liaise with the Executive and the Board to handle requests and queries

o Manage membership renewal tasks, such as confirming payment and handling receipts, renew various categories of membership, update lists

o Respond to phone line, email and voicemail enquiries, write and distribute email, letters and forms

o Liaise with webmaster to post updated content as required

o Prepare AGM reports as requested; assist in the preparation of regularly scheduled reports as requested

o Maintain contact lists through googlegroups and for quarterly newsletter

o Organize and schedule appointments as requested

o Attend regular board meetings and the AGM

o Maintain a filing system

o Upload all major documents to Dropbox in a timely manner, update and maintain policies and procedures

o Order office supplies

o Respond to employer requests for job postings, advise of minimum hiring guidelines and post jobs according to MTABC guidelines

o Submit and reconcile expense reports, pay invoices and liaise with treasurer regularly

o Other assigned duties from time to time by the Board

1.4. Contractor’s Requirements
· Proven experience as an administrative assistant, virtual assistant or office admin assistant

· Knowledge of office management systems and procedures

· Proficiency in MS Office (MS Excel and MS PowerPoint and MS Word)

· Web administration skills for Wordpress sites

· Excellent time management skills and the ability to prioritize work

· Attention to detail

· Problem solving skills

· Excellent written and verbal communication skills

· Excellent team communication and liaison skills

· Strong organizational skills with the ability to multi-task

· Computer and internet connection

· Basic bookkeeping and accounting skills

· Must live in the Lower Mainland of BC in order to attend MTABC board meetings in person.

· The successful candidate must complete a criminal record check

1.5. Timeframe and Hours
The contract timeframe will be February 1, 2020 to April 30, 2020. Training and orientation will be provided. By April 30, 2020 it will be determined if the contract will continue for another 8 month period, and after that annually.

Time commitment requires a maximum of 8 hours per week on average for the first three months of the contract, which includes orientation.

1.6. Requirements for Proposal Preparation
o CV

o 2 references

o Hourly cost

o Please provide sufficient information to address the following requirements:

o Proven experience as an administrative assistant, virtual assistant or office admin assistant

o Knowledge of office management systems and procedures

o Proficiency in MS Office (MS Excel and MS PowerPoint and MS Word)

o Web administration skills for Wordpress sites

o Excellent time management skills and the ability to prioritize work

o Basic bookkeeping and accounting skills

o Attention to detail

o Problem solving skills

o Excellent written and verbal communication skills

o Strong organizational skills with the ability to multi-task, take initiative and ask for help when uncertain

o Computer and internet connection

o Must live in the Lower Mainland of BC in order to attend MTABC board meetings in person.

o Must be willing to complete a criminal record check if you are the successful candidate

1.7. Evaluation and Award Process
Proposals will be reviewed and graded based on completeness, professionalism, and attention to detail.

Successful bidders may be offered a telephone interview prior to decisions being made for an in-person interview. Based on the telephone interviews some bidders will be asked to attend an in-person interview. Please note that only successful bidders will be contacted.

1.8. Process Schedule

RFP Released: December 6, 2019

Proposal submission date: January 4, 2020 5:00 p.m. PT

Candidates notified if a telephone interview is requested: January 8, 2020

Telephone interviews: January 10-12, 2020

In person interviews: January 18, 2020 afternoon

Contract start date: February 1, 2020

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