Administrative Assistant

2 months ago

Vancouver, British Columbia, Canada LifeWorks Full time

Responsibilities:

Prepare invoices and enter into system (Workday), follow up with consultants as necessary to meet tight deadlinesPrepare written correspondence, labels, and mail merges; arrange couriers.


  • Proofread and format reports and client deliverables.

Format PowerPoint presentations for consultants for client meetings and seminars, and ensure copies are printed or put on a USB; arrange audio-visual equipment as necessary.

Transcribe correspondence, reports and other documents from hand-written notes and/or voice messages.

Attend meetings, take and distribute meeting minutesAct as a resource and subject matter expert for database (CRM)Provide general administration, including faxing, photocopying, scanning documents, filing, archiving, and ordering supplies.

Open, sort, and distribute group mail.

Manage the office equipment and liaise with Informational Technology to ensure equipment and internet services are fully functional at all times.

Organize the day-to-day schedule of Partners and PrincipalsManage multiple calendars in outlookSend meeting invitations, organize meeting facilities, and order food/beverages if necessaryCoordinate spacing requirements and logistics for new hiresAssist Consultants with membership renewals, conference registrationsBook travel and hotel arrangements for internal team members.

Submit expenses for team members, as requiredTrack budget, purchase orders and expensesDevise ways to continuously improve team operationsAssist with special projects, as required.


Qualifications:


Any sales force experience will be considered an assetThe ideal candidate requires a two-year diploma preferably in Business or Office Administration along with a minimum of 2-3 years' experience as an administrative assistant.

High proficiency in Microsoft applications, particularly PowerPoint, Word, Excel and Adobe Acrobat are essential, as well as comfort using the internet as a research toolStrong mathematical skills are essential, comfort with accounting principles is an assetComfort in a fast paced environment is vital.

Candidate must be detail-oriented and work must be highly accurate.

Ability to prioritize requests, juggle multiple tasks and handle rush situationsA dedicated and flexible team player with a high energy level and solid organizational abilities.

In addition, the candidate must possess a high degree of professional maturity and be mindful of the significant degree of confidentiality required in this position.

Organizational and time management skills must be excellent in order to coordinate and track schedules, projects and activities.

Professionalism and high regard for confidentiality is a must, to allow the candidate to effectively interact with all levels of the organization.

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