Administrative Assistant

Our client is seeking an enthusiastic and highly organized Administrative Assistant to provide vital business support to a busy team. This role is ideal for someone who thrives in a fast-paced environment, excels at multitasking, and takes pride in keeping operations running smoothly. The successful candidate will be the go-to person for scheduling, communication, business documentation and administrative coordination.

Please note that the role works full-time onsite (no remote work options).

Responsibilities:

The specific duties and responsibilities for this position include but are not limited to the following:

• Provide administrative support to the team – managing calls, messages, appointments, printing, documentation, etc.
• Conduct daily calendar management (Outlook) and proactively adjust schedules based on priorities. Daily monitoring of Outlook inboxes and actioning items where applicable.
• Arranging for meetings – securing boardrooms, ordering catering, conference call coordination, preparing meeting materials, and circulating calendar details.
• Office services functions - stocking office and kitchen supplies, upkeep of meeting areas, maintaining equipment, etc.
• Document coordination and file maintenance, tracking transactions and critical dates
• Event coordination for internal and external functions, including industry events and conferences, golf tournaments, staff functions, etc.
• Ordering department supplies, business cards, envelopes, and letterhead.
• Other clerical duties - assist with correspondence, letters, memos, monthly expense reports.
• Work collaboratively with other team members and provide back-up support due to vacation, appointments or illness.
• Other administrative duties as needed.

Desired Qualifications & Skills:

• University education preferred (recent graduates are welcome to apply)
• At least 1 years of previous administrative and/or corporate office experience preferred
• Customer service or hospitality related experience
• Proficient in MS Office Suite (Outlook, Word, Excel, PowerPoint)
• Strong people skills, a team player with proven ability to build relationships at all levels of an organization
• Thrives in a fast-paced environment with shifting priorities
• Excellent organizational skills with the ability to multi-task and prioritize work
• Ability to learn new roles and complete tasks with accuracy
• A “can do” attitude and willingness to step in and help whenever needed
• Excellent oral and written communication skills. Must possess the ability to effectively communicate across all levels of management within the company as well as outside the organization