Administrative Assistant

Position Summary:

Our client company is looking for a personable, energetic team player with a strong work ethic and who is proactive to take on the role as our front of house Administrative Assistant. This position can handle any administrative task and demonstrates a strong ability to be organized, discrete and enables efficiency and productivity.

Responsibilities:

Reception Duties

  • Announce guests and couriers to the appropriate party
  • Answer the multi-line switchboard in a professional and pleasant manner and direct callers to the appropriate person
  • Greet visitors to the organization in a professional and friendly manner
  • Receive and screen information, visitors, and phone calls using judgement of sensitivity
  • Utilize strong problem resolution skills when dealing with difficult situations
  • Responsible for arranging all outgoing couriers as well as receiving incoming couriers and distributing them to the appropriate person in a timely manner
  • Reply to general information requests with accuracy
  • Set up, clean, and restock the Boardroom(s) prior to and after meetings
  • Ensure that the office looks professional, neat & presentable at all times including reception, lobby & hallway
  • Arrange adequate coverage of the reception area when away from reception for any reason

Administrative Tasks

  • Maintain boardroom calendars, schedule meetings/calls, and prepare materials and related tasks
  • Distribute incoming faxes throughout the day to the appropriate recipient via email
  • Receive and sort and distribute all incoming mail
  • Process outgoing mail on a daily basis and place it into a post box at the end of the day
  • Process invoices, expense reports, cheque requisitions, project budgets, and maintain an organized filing system of paper and electronic documents
  • Compose and/or prepare communications in a professional manner including emails, letters, presentations, documents, as required
  • Archive paper files onto the excel database and move down to storage
  • Support and assist with company events and office functions
  • Clear out the ‘M’ Drive of old files that are no longer applicable
  • Research and assist with various projects and miscellaneous duties as requested
  • Other duties as required

Qualifications:

  • University degree or diploma in a relevant field would be an asset
  • 1+ years of administrative support experience
  • Exceptional interpersonal skills
  • Ability to use initiative and self-managing skills to work independently with minimal direction and respond effectively to issues that arise
  • Keen focus on providing excellent customer service
  • Strong organizational and problem-solving skills
  • Ability to effectively collaborate with all levels of the business and develop/sustain cooperative working relationships with internal staff, vendors, and external contacts
  • Adapt to different communication styles
  • Ability to communicate effectively, both oral and written; ability to exercise confidentiality
  • Ability to work effectively across time zones
  • Ability to allocate time effectively, work under pressure and manage tight deadlines; ability to handle multiple demands, competing priorities.
  • Advanced proficiency in spelling, punctuation, and grammar
  • Excellent knowledge of Microsoft Office including Word, Outlook, and Excel

To apply for this job email your details to careers@theoriongroup.ca