Administrative Assistant

2 weeks ago

Vancouver BC, Canada Cornerstone Planning Group Full time

BLANKSLATE Partners is thrilled to be supporting our client Cornerstone Planning Group, located on Granville Island, as they search for an Administrative Assistant/Office Manager, to add to their small, dynamic team. If you are passionate about organization, supporting a wonderful team, and want to love what you do, we would love to hear from you.

About Cornerstone Planning Group:

Cornerstone is a boutique consultancy located on Granville Island (dog friendly office) in Vancouver, BC, Canada. Specializing in strategic planning for public sector organizations -- typically related to organizational design and infrastructure requirements -- our work emphasizes long-term planning and rigorous research into relevant trends and service demand patterns. Our work spans a wide variety of sectors, and facilities can include: hospitals, libraries, community centers, transitional housing, art and culture venues, theaters, schools and universities, clinics, offices, industrial workshops and yards, and more.

About the role:

We are seeking a highly organized and proactive Administrative Assistant/Office Manager to join our team. This role will play a crucial part in ensuring the smooth operation of our office, providing support to our team members, and facilitating efficient workflow.

What You’ll Do:

  • Manage calendars, schedule meetings, and coordinate appointments for team members.
  • Ensure timely communication and follow-up regarding meeting arrangements.
  • Responsible for ordering office supplies, equipment, and materials as needed.
  • Monitor inventory levels and replenish supplies to maintain office efficiency.
  • Handle basic IT setup and troubleshooting tasks.
  • Liaise with external IT experts for more complex technical issues.
  • Coordinate logistics for office gatherings and activities.
  • Organize food, drinks, and celebrations for team events and special occasions.
  • Assist in planning and coordinating company events, workshops, and seminars.
  • Manage event logistics, including venue booking, catering, and attendee coordination.
  • Maintain the cleanliness and tidiness of the office space.
  • Water plants and ensure a welcoming environment for staff and visitors.
  • Coordinate travel bookings and accommodations for team members.
  • Handle itinerary management and provide necessary travel support.
  • Collect and organize receipts, invoices, and expense reports.
  • Manage reimbursements and track expenses accurately.
  • Assist team members with personal administrative tasks, such as booking appointments and arranging services like tire changes or paramedical appointments.
  • Manage flexible work schedules and fixed office hours for staff.
  • Coordinate with team members to ensure coverage during business hours.
  • Assist in updating and maintaining the company website.
  • Manage content archives and ensure information accuracy.
  • Occasionally assist with physical tasks such as moving office equipment or furniture.
  • Keep team resumes updated with relevant projects and experiences.
  • Maintain a database of team members' credentials and achievements.
  • Assist with the preparation of project plans and other documentation as needed.

Qualifications

  • Prior experience in office administration
  • Excellent written, verbal and interpersonal communication skills
  • Collaborative team player who is self-motivated to work autonomously
  • Impeccable attention to detail in execution
  • Tech savvy - can learn, adopt and help others to use tool such as MS Office Suite
  • Proactive and problem solver who can react quickly to changing needs in a dynamic environment

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