Position Summary: Provide administrative support to a variety of different departments
Key Results Areas & Specific Responsiblities:
Administrative Assistance
• Provide daily administrative support as needed, including coordination of team member’s calendars, scheduling meetings, documentation of meeting notes/action items; coordinating travel/hotel arrangements; expense reimbursements, etc.;
• Work with Executive Assistants and existing administrative staff to ensure the delivery of high quality support services
• Maintain office equipment including filling the photocopiers and faxes with paper and changing toner as and when needed;
• Assist in collation and distribution of reports and various other communications;
• Boardroom bookings including setup and cleanup;
• When required, perform all reception area duties (for designated area) such as receiving incoming calls, taking messages, accepting deliveries, mail collection/distribution and greeting visitors;
• When required, maintain designated kitchen(s) including dishwasher responsibilities, kitchen stock orders and cleanliness of kitchen; and
• 10th Floor reception coverage as needed.
File Management
• Clean old /current project files and filing cabinets; shred, recycle and file as directed;
• Prepare files codes, assemble material, and file all project information in a timely manner;
• Assist in the implementation of new file codes/procedures; and
• Assist in collation and copying of required files, preparing file codes and table of contents.
Other
• Participate and contribute in special projects and other duties as required.
Position Requirements:
Qualifications, Skills & Experience.
• Minimum 2 years administrative experience;
• Intermediate PC skills with Microsoft Office Suite (word, Excel, PowerPoint, etc.);
• Strong knowledge of administrative practices and procedures;
• Ability to manage sensitive, complex, confidential information;
• Excellent verbal and written communication and interpersonal skills;
• Professional appearance and presentation;
• Ability to prioritize and multitask in a fast paced environment;
• Strong attention to detail;
• Confidentiality and discretion; and
• Outgoing and professional attitude.