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Administrative Assistant
3 months ago
The Administrative Assistant plays an important role in ensuring the smooth operation of VICE.
Responsibilities include:
- Handling all incoming calls, taking messages, and relaying important information.
- Warmly greeting and directing clients and visitors while maintaining visitor logs.
- Responsible for the distribution of all incoming mail and courier deliveries and preparation of all outgoing mail and courier packages.
- Assist in the management of data and process flows by corresponding with other offices.
- Create and maintain security and correspondence files.
- Maintain the meeting and common areas in a presentable manner.
- Coordinating with the facilities maintenance company for maintenancerelated issues.
- Ensuring all facilities and equipment at VICE are in good, safe, and operable condition.
- Overseeing landscaping, maintenance, and snow removal.
- Ensure semiannual cleaning of windows, carpets and other necessary items.
- Monitoring janitorial services and following up as needed.
- Ensure garbage pickup with appropriate company as necessary.
- Managing internal and external document storage, along with general filing.
- Maintaining a database of emergency contacts, including airport security, alarm company, roofers, electricians, plumbers, and addressing sewer/water main issues.
- Reserving tables, booking hotels, and making travel arrangements for business purposes as required.
- Verifying invoices, processing expense claims and payables, and forwarding invoices for processing.
- Assisting with administrative matters related to VersaBank events.
- Undertaking other assigned general administration duties as needed.
Qualifications:
- Postsecondary degree or diploma in an associated or related field
- 2 years of experience in receptionist/office administrator role
- Excellent written and oral communication skills.
- Advanced proficiency with Microsoft Office (Excel, Word, Power Point, Outlook).
- Strong work ethic, able to work in fastpaced environment managing competing priorities.
- Excellent problemsolving skills.
- Superior telephone manners and strong interpersonal skills.
- Strong customer service orientation.
- Ability to act with business integrity and possesses strong attention to detail.
We offer excellent career advancement opportunities, an informal, positive work environment and a very competitive compensation package that includes base salary, an outstanding benefits package, tuition refund program, pension supplement, fitness club membership and participation in an attractive incentive award program.
