Administrative Assitant

We seek an experienced administrative professional who is organized and energetic, with superb interpersonal skills. The Administrative Assistant performs administrative support functions and operations for several consulting professionals within the company.

 Perform duties of a highly confidential nature. Use intuitive judgment to apply knowledge of and relieve the principal of administrative details, including supplying requested information, scheduling appointments, preparing special reports, and obtaining information from sources within or outside of the company. Use technical and business vocabulary and apply a detailed knowledge of company operations, organizational procedures, and personnel. Make plans and decisions regarding the planning, organizing, and scheduling of work.

This position is temporary with potential for extended employment.

• Customer Service: The ability to work with many different types of customers in a professional way is important.


• Communication: You might be explaining complex or foreign information to customers, or presenting a multitude of options that they must be able to easily understand and digest before making a decision. Your ability to communicate complex information will be needed.


• Willingness to Learn: On-going education and training in your field is the hallmark of a good consultant. You must stay up to date on the latest trends and information.


• Listening Skills: You must be able to listen to your clients and discern the best course of action.

• Increase middle level managers’ productivity (screening calls, interacting with vendors and clients, and email correspondence)


• Provide scheduling support to multiple individuals (appointment, calendar and meeting management)


• Complete administrative processes (time and expense reports)


• Prepare domestic and international travel logistics


• Arrange travel and file expense reports


• Coordinate internal and external meetings/activities (i.e. facility reservation and set-up, hotel accommodations, catering, etc.)


• Prepare and organize documents for client proposals and presentations as needed (contract tracking, printing, organizing and archiving meeting / support materials)


• Address problems and troubleshoot with internal and external stakeholders


• Handle special projects with demanding deadlines


• Front desk reception back-up (answering phones, greeting visitors, handling deliveries)


• Manage SharePoint databases and calendars


• Update and delegated tasks to ensure progress to deadlines for projects


• Coordinating between departments and operating units in resolving day-to-day administrative and operational problems


• Prepare business correspondence (often using word processing, excel spread sheets, and PowerPoint presentations)


• Scheduling and coordinating meetings, interviews, events and other similar activities 

Qualifications:

• High school diploma required; post-secondary education or Associate’s/Bachelor’s degree preferred


• At least 2 years of relevant work experience as an Administrative/Executive Assistant, preferably in a professional services environment


• Computer fluency with MSOffice (Word, PowerPoint, Excel and Outlook), SAP and Concur desirable


• Strong oral and written communication skills


• Professional appearance and demeanour with ability to exercise good judgment and discretion


• Attention to detail, dependability/punctuality