Administrative Assistant

Do you have an administrative background with a passion for people? Do you enjoy using your superior customer service, problem-solving, planning, organizational and communication skills to ensure your success and the success of those around you? If so, this may be the perfect opportunity for you!

We are looking for a bright, mature, reliable, friendly person with the experience and skills to provide administrative support at our corporate headquarters.

You pride yourself on your keen attention to detail and staying organized feeds your love of spreadsheets and color coordinated folders. Keeping an office, and its executives, organized makes perfect sense because it creates an efficient environment.

Using computers is a fundamental skill for you and you can use all things Microsoft in your sleep. You are a quick learner with new technologies and are always eager to learn that which you don't know.

You understand when things need to be confidential and have the maturity not to gossip or share industry information. Your calm personality can be a balance for when things get busy and you have the experience and personality to keep everyone on track. You can always be relied on to get the job done!

Job Duties and Responsibilities

• Reception – front line contact for incoming calls and visitors; monitor and admit visitors through locked main office entrance
• Arrange meetings, appointments, and room bookings, as well as catering needs and any other specific requirements
• Prepare various paperwork for signature, mail, and courier
• Order office supplies, stationary, postage refills, etc.
• Coordinate various vendors including office cleaners, landscapers, carpet/window cleaning, coffee service and plants
• Manage building functions such as security system, office equipment, etc.
• Arrange travel schedules, reservations, and itinerary for executive management as needed
• Provide accurate minutes, including tracking, monitoring, and following the progress of open action items
• Provide accurate word-processing support by composing and/or editing a variety of documents
• Assign and activate fuel cards
• Renew corporate vehicle licenses annually
• Maintain the phone system: answer and direct phone calls received, relay messages and forward e-mails as required
• Order business cards and company stationary
• Other duties as assigned

Qualifications

• 3 – 5 years of experience working in an administrative support role
• Previous office management experience
• Previous experience with an executive team with proven ability to work in a professional environment
• Intermediate to advanced proficiency in Microsoft Office, specifically Excel and SharePoint
• Excellent telephone etiquette, interpersonal and communication skills with the ability to interact professionally while exhibiting confidentiality and tact
• Strong interpersonal and consultative skills – is able to negotiate timeframes and outcomes and communicate clearly to stakeholders

Compensation

Competitive salary and benefits package.

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