Administrative Assistant

Experience: Minimum 6 years

Job Description:

Position Overview: As an Administrative Assistant, you will be responsible for providing high-level administrative support, including calendar management, travel coordination, meeting preparation, communication management, and acting as a strategic partner to our Executive Director. Your role is pivotal in ensuring smooth operations and enhancing productivity within our team and company.

Responsibilities:

• Manage complex calendars, schedule appointments, and coordinate meetings for Executive and Director-level professionals.
• Coordinate and optimize executive travel plans, including booking flights, and accommodations, and preparing detailed itineraries.
• Prepare and distribute materials for meetings, ensuring all documents are accurate and timely.
• Triage and prioritize communications, including emails and phone calls, demonstrating discretion and professionalism in handling inquiries.
• Anticipate needs and proactively support the Executive Director to work efficiently and effectively.
• Maintain confidentiality of sensitive information and build strong relationships through tactful communication.
• Collaborate effectively within a team environment in our open-concept office area, fostering a positive and productive work environment.

Additional Responsibilities:

• Serve as backup to the Office Manager and receive training on all office systems, including Security Expert, Chrome River, Procurement, and Security systems.
• Maintain office safety and security by creating, replacing, and distributing employee badges.
• Assist in managing Facilities projects as required.
• Monitor the physical premises daily to identify and report maintenance or repair needs.
• Schedule and supervise general repair and maintenance activities with on-site service providers and building management staff.
• Coordinate internal work request system and liaise with third-party service providers.
• Assist in scheduling Ergonomic Evaluations for employees' workstation or office furniture configurations.

Qualifications:

• Minimum of 6 years of administrative support experience, preferably in a corporate or office environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational skills with the ability to prioritize tasks and meet deadlines.
• Excellent interpersonal skills and the ability to communicate effectively with all levels of staff.
• Detail-oriented and capable of maintaining confidentiality.
• Ability to work independently and as part of a team in a fast-paced environment.