Administrative Assistant

Key Responsibility

• Serve as Executive Assistant to the CEO
• Manage day-to-day office operations including liaising with building management, service providers, office suppliers, cleaning staff, IT department, courier companies, telephone companies, copier manufacturers, water delivery, etc.
• Support all departments within the company and develop and maintain relationships with outside contacts, partners, and clients.
• Act as a key point of contact for general office inquiries.
• Conduct market and industry research.
• Provide accounting support as required.
• Provide on-boarding and off-boarding related tasks for staff and contractors.
• Maintain and manage filing and material organization.
• Greet, assist, and direct office visitors with a warm and welcoming demeanor.
• Attend internal meetings and track meeting minutes.
• Manage executive travel plans including hotel, air, and restaurant.
• Coordinate and organize team lunches and off-site reservations.
• Plan and manage company/production events.
• Update company’s website and post on social media channels.
• General support and administrative assistance.

Personal Competencies

• Exceptionally organized and detail oriented
• Excellent interpersonal skills and communication skills at all levels
• Ability to work with deadlines and under pressure
• Ability to work independently and as part of a team
• Professional, positive, and friendly manner
• Ability to multi-task
• Ability to operate with little direction

Required Skills and Experience

• Post-secondary education coupled with 3-5 years in office management/executive administrative experience
• Excellent calendar and email management skills
• Experience handling up to three executives at one time is a must
• Prioritizing ownership/management requests while juggling operational responsibilities
• Data entry in QuickBooks is a must, bookkeeping experience is an asset
• Experience working with confidential and sensitive information
• Highly skilled with Office 365; experience with Adobe products/apps, web platforms – LinkedIn, Instagram