Administrative Assistant
5 months ago
Position Overview:
The Administrative Assistant provides essential support to ensure the efficient operation of the office. This role involves a combination of clerical, organizational, and administrative tasks to assist Xpert3D management and staff, ensuring smooth day-to-day operations.
Key Responsibilities:
- Office Management:
- Answer phone calls, take messages, and redirect calls as necessary.
- Greet and assist visitors and clients—including but not limited to courtesy calls to customers.
- Manage office supplies and inventory, including ordering and restocking.
- Maintain office filing systems and ensure documents are easily accessible.
- Administrative Support:
- Schedule and coordinate meetings, appointments, and travel arrangements.
- Assist in the preparation of meeting agendas and take minutes during meetings—keeping Xper3D staff inline and aware of upcoming meetings
- Handle confidential information with discretion and maintain data security (e.g., sign an internal confidentiality agreement)
- Organize shipping—including but not limited to pack/drop off shipments at external carriers (e.g., FedEx, UPS, etc.)
- Assist with Trade Shows (e.g., booth setup, material preparation, etc.)
- Organize company events (e.g., Christmas party, summer getaway, etc.)
- Book flights/hotels/rental cars etc. for Xpert3D staff
- Communication:
- Prepare and edit correspondence (e.g., letters/greetings), quotations, reports, standard templates, and presentations—both external and internal.
- Coordinate with other departments and external stakeholders to ensure seamless operations.
- Respond to inquiries and provide information as needed.
- Data Management:
- Update and maintain databases, spreadsheets, and records.
- Perform data entry and ensure accuracy and consistency of information.
- Upkeep Alicona Partner Portal and GOM Partner Portal
- Financial Administration:
- Process invoices, pay bills, expense reports, and purchase orders
- Assist with budget tracking and financial reporting, compiling information for bookkeeper
- Project Support:
- Assist with special projects and provide administrative support as required.
- Track project timelines and deliverables, ensuring deadlines are met.
Qualifications:
- Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration or related field is an asset.
- Experience: Previous experience in an administrative role is advantageous; familiarity with office equipment and procedures.
- Skills:
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong organizational and multitasking abilities.
- Excellent verbal and written communication skills.
- Attention to detail and problem-solving skills.
- Ability to maintain professionalism and confidentiality.
Working Conditions:
- Work Environment: Office setting; may involve sitting for long periods of time (an ergonomic desk will be provided)
- Schedule: Monday to Friday, 8:30am-4:30pm; at our Burlington location
**Benefits**:
- Compensation package may vary, depending on qualifications, experience, etc.
How to Apply:
Pay: $44,218.37-$53,875.86 per year
**Education**:
- Secondary School (preferred)
**Experience**:
- Front desk: 1 year (preferred)
- Administrative experience: 1 year (required)
**Language**:
- English (required)
**Location**:
- Burlington, ON L7L 6A5 (required)
Work Location: In person
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