Role Purpose:

The Administrative Assistant will serve as a facilitator to coordinate schedules, obtain requested information, maintain reports, and other related activities for the Chief Financial Officer, VP Information Technology and other senior finance staff.

The Administrative Assistant supports the office by doing the following:

Greet visitors and employees courteously
General administration
Provide general administration, including faxing, photocopying, scanning documents, filing, archiving, preparing documents for mailing, and ordering supplies.
Answer and forward phone calls to appropriate individuals and/or department.
Proofread and format reports and other client deliverables.
Open, sort, and distribute mail. Coordinate with Canada post and couriers to ensure mail is received, delivered, and tracked accurately.
Prepare written correspondence, labels, and mail merges; arrange couriers.
Prepare monthly invoices and enter into system and mail out
Track monthly pre-bills; follow up with client teams as necessary to meet deadline
Track office expenses and purchase orders
Submit expenses for team members, as required
Offices services
Coordinate spacing requirements and logistics for new hires
Support office social events
Participate as a member of the office social committee and serve as an office Engagement Champion


Qualifications:

1-2 years’ experience as an administrative assistant/office manager
Proficiency in Microsoft applications, including PowerPoint, Word, Excel and Adobe Acrobat are essential
Candidate must be detail-oriented and work must be highly accurate.
Ability to prioritize requests, juggle multiple tasks and handle rush situations.
Flexibility to come early or stay late if required due to client commitment.
A dedicated and flexible team player with a high energy level and solid organizational abilities.
Excellent organizational and time management skills.
Professionalism and high regard for confidentiality.