Administrative Assistant

5 months ago

Burlington, Canada Coldbox Full time

Are you eager to be part of a dynamic organization that is growing fast and scaling right? Are you excited about the prospect of contributing to the security of the global food supply chain?

Coldbox specializes in the Plan. Design. Build. of environmentally controlled manufacturing and logistics facilities for the global food and pharmaceutical industries. Our engineering and construction teams work as a single source to create practical construction solutions that meet regulatory requirements, maximize energy and production efficiencies, and deliver on clients’ expectations.

We are currently seeking an Administrative Assistant to join our rapidly growing company in Burlington, Ontario.

**Key Purpose**

The Administrative Assistant (AA) will be responsible for providing effective and efficient office and administration support, as well as being a main point of contact for all staff. The AA reports to the Office Manager and is a primary support for the CEO and the President. **It is an Office Based opportuinty**

**Key Responsibilities and Duties**:
**EA Duties**:

- Discretely handle sensitive and confidential information and matters relating to the daily activities of the CEO, President and SLT
- Manage the CEO & President calendars
- Schedule meetings, calls and appointments for the CEO, President and SLT, including room and video/equipment setup, etc.
- Book attendance at conferences and make travel arrangements as required.

**General Administrative Duties**:

- Organize and maintain files, documents, and records
- Copy, file and maintain paper or electronic documents and records.
- Manage invoices and expense reports and perform basic budget tracking and recordkeeping
- Conduct research on various topics to support decision-making processes
- Compile and summarize information for reports or presentations
- Distribute internal communications and announcements within the organization
- Support organizational events and activities including charitable drives and activities
- Maintain inventory and supplies (and order, organize, and restock office supplies)
- Ensure office equipment (printers and plotters) are stocked and operational
- Support office access (such as distributing and managing building access cards, security Fobs, etc.)
- Oversee facility management services (such as cleaners and maintenance service providers)
- Assist HR with employee onboarding and offboarding processes
- Perform other related duties as assigned

**Reception Duties**:

- Receive visitors at the front desk by greeting, welcoming, and directing them if needed.
- Receive and sort daily mail including the US virtual mail.
- Arrange/manage courier pick-ups and deliveries
- Answer the phone in a timely and professional manner and direct calls when needed.
- Manage the meeting room and boardroom bookings and ensure they are clean and tidy
- Ensure the kitchen/lunchroom is clean and tidy, coffee/supplies are stocked, etc.

**Key Knowledge and Skills**
- Proficiency in Microsoft Office including, Word, Excel, and Outlook including calendar management
- Hands-on experience with office equipment (e.g., printers)
- Excellent communication skills (written and verbal)
- Professional attitude and appearance
- Personable and friendly demeanour
- Ability to be resourceful and proactive when issues arise
- Excellent organizational skills
- Strong multitasking and time-management skills, with the ability to prioritize tasks
- Strong customer service focus
- Able to contribute positively as part of a team, helping with various tasks as required
- Ability to maintain discretion with confidential information

**Education** and Experience** Requirements**
- Minimum 3-5 years of work experience as a Receptionist, Administrative Assistant, or similar role
- Experience supporting senior executives in a fast-paced environment
- Experience in construction, engineering and property development is ideal but not required
- University or college education in a complementary field of study helpful but not required
- If you have the qualifications as outlined above and are interested in playing a pivotal role in a growing and dynamic company, please submit your resume._

The Coldbox Advantage - Just some of the reasons to work for us
- Competitive compensation and bonus
- Good benefits package with generous Health Spending Account
- Substantial vacation time
- Employee Assistance Program (EAP)
- Generous Employee Referral Program
- Training, education, and development opportunities
- Diverse workforce
- Supportive culture
- Employee appreciation and engagement events
- A healthy and positive work environment

Coldbox is committed to maintaining and supporting a safe work environment for all employees, sub-contractors, suppliers, or clients and other site visitors. We offer a friendly, culturally diverse and energetic work environment, competitive compensation and benefits, social activities, team-building events, and career development opportunities.

  • Administrative Assistant

    4 weeks ago

    Burlington, Ontario, Canada Interprovincial Corrosion Control Company Limited Full time

    Job Title: Administrative AssistantJob Summary: We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Interprovincial Corrosion Control Company Limited. As an Administrative Assistant, you will provide administrative support to our team, ensuring the smooth operation of our office.Key Responsibilities:Provide...

  • Administrative Assistant

    3 months ago

    Burlington, Canada Xpert3D Metrology LTD. Full time

    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,...

  • Administrative Assistant

    5 months ago

    Burlington, Canada Waterdown Montessori School Full time

    We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. As an Administrative Assistant, you will play a crucial role in supporting our daily operations and ensuring the smooth functioning of our school. **Responsibilities**: - Provide administrative support to the team, including managing calendars, scheduling...

  • Administrative Assistant

    5 months ago

    Burlington, Canada Thomson Gordon Group Full time

    Privately owned since its inception in 1911 and headquartered in Burlington, Ontario, Canada - Thordon is a global leader in the design, manufacture, supply and installation of pollution-free, non-metallic bearing and seal systems. The Administrative Assistant of Thordon Bearings reporting to the Human Resource Manager will provide administrative support to...

  • Administrative Assistant

    5 months ago

    Burlington, Canada Organizational Solutions Full time

    Organizational Solutions Inc. (OSI) is a Third party provider who specializes in Disability Management, believing in the quality of growth and the professional potential of all our staff. Founded in 2003, OSI’s journey is one of entrepreneurial achievement and professional development. Over the past twenty years we have grown from a grassroots start-up...

  • Administrative Assistant

    1 month ago

    Burlington, Canada SB Partners Full time

    SB Partners LLP is a full-service Chartered Professional Public Accounting firm located in Burlington, Ontario. For 50 years, SB Partners has served a diverse set of clients and is one of the leading independent CPA firms in the GTA. Our primary client base is entrepreneurial, owner-managed businesses, high net-wealth, corporate subsidiaries, and...

  • Administrative Assistant

    5 months ago

    Burlington, Canada SB Partners Full time

    SB Partners LLP is a full-service Chartered Professional Public Accounting firm located in Burlington, Ontario. For 49 years, SB Partners has served a diverse set of clients and is one of the leading independent CPA firms in the GTA. Our primary client base is entrepreneurial, owner-managed businesses, high net-wealth, corporate subsidiaries and...

  • Administrative Assistant

    3 months ago

    Burlington, Canada Markstone Landscaping Ltd. Full time

    **Job Title: Full-Time Administrative Assistant** **Location: Burlington, ON** For over a decade, Markstone has been the local leader in professional landscaping. The secret to our success? Our people. **We’re interested in dedicated people looking for a career, not just a job. **If you have the right attitude and skills, we’re happy to train you in an...

  • Administrative Assistant

    5 months ago

    Burlington, Canada McMillan Design Full time

    **Administrative Assistant** As a prominent Interior Design firm in the hospitality industry, McMillan Design is looking to grow their team to support the growing needs and changing concepts of the design world. We are currently looking for an administrative assistant, approximately 2 days per week, for a 12-13 month maternity leave contract. We are...

  • Administrative Assistant

    5 months ago

    Burlington, Canada G2S Consulting Full time

    At G2S, we value the contribution of our diverse staff. We believe that a balance between career and lifestyle leads to a healthy and productive work environment. Always putting our client and project commitments first, G2S offers an ideal environment to begin or continue your career in the consulting field. G2S Consulting is seeking an Administrative...

  • Administrative Assistant

    5 months ago

    Burlington, Canada G2S Consulting Full time

    At G2S, we value the contribution of our diverse staff. We believe that a balance between career and lifestyle leads to a healthy and productive _work_ environment. Always putting our client and project commitments first, G2S offers an ideal environment to begin or continue your career in the consulting field. G2S Consulting is seeking an Administrative...

  • Administrative Assistant

    5 months ago

    Burlington, Canada Burlington Youth Soccer Club Full time

    Are you a deadline driven person who has an incredible attention to detail? Our Club is hiring for an Administrative Assistant to assist with day-to-day activities. For the complete Job Description, click here.

  • Administrative Assistant

    5 months ago

    Burlington, Canada Evenica Corp Full time

    Evenica is currently seeking a **Administrative Assistant. **We’re a Microsoft Gold Partner that specializes in e-commerce solutions. We’re experts at deploying Dynamics 365 Commerce and we have our own portfolio of IP that compliments the Microsoft technology stack. As technology leaders in our industry, we help our mid-sized to large enterprise...

  • Administrative Assistant

    6 months ago

    Burlington, Canada Interprovincial Corrosion Control Co. Ltd. Full time

    **Job Summary** If you are a professional dedicated Administrative Assistant with 4-5 years experience, seeking a long term position, we would like to hear from you. The Administrative Assistant will be responsible for preparing customer correspondence in a technical environment and work with technical and sales department personnel. Word and Excel...

  • Administrative Assistant

    1 month ago

    Burlington, Canada Burlington Family Health Team Full time

    **Position**:Administrative Assistant **Job Type**: Full-Time Contract ending March 31, 2025 **Reporting to**: Executive Director **Closing Date**:October 25, 2024 **Position Summary**: Supporting a team of Allied Health Professionals, the Administration Assistant is typically the first point of contact for our clients. As such, they represent the...

  • Administrative Assistant

    6 months ago

    Burlington, Canada Raymond James Financial, Inc. Full time

    **Administrative Assistant** - 2401647 Strong Private Wealth of Raymond James Ltd. is seeking an experienced Administrative Assistant to work in our Burlington office. Raymond James Ltd. is one of Canada’s leading full-service independent investment dealers offering high-quality investment products and services to Canadians seeking customized personal...

  • Administrative Assistant

    5 months ago

    Burlington, Canada Coldbox Full time

    Coldbox specializes in the Plan. Design. Build. of environmentally controlled manufacturing and logistics facilities for the global food and pharmaceutical industries. Our engineering and construction teams work as a single source to create practical construction solutions that meet regulatory requirements, maximize energy and production efficiencies, and...

  • Administrative Assistant

    6 months ago

    Burlington, Canada Homestead Land Holdings Limited Full time

    About Homestead Land Holdings Limited Founded in Kingston in 1954, Homestead Land Holdings Limited has grown to become one of Canada’s largest and most respected owners of multi-residential apartment buildings. The founding principles of the company are still in place today, which are to provide residents with affordable, secure housing with a standard of...

  • Administrative Assistant

    1 month ago

    Burlington, Canada Nutem Custom Manufacturing Full time

    **JOB DESCRIPTION** **Title**:Administrative Assistant **Reporting**: Director - Supply Chain & Business Development **Department**:Supply Chain **Location**:1105 Clay Avenue, Unit 7, Burlington, Ontario L7L 0A1 **Status**:Full Time At NUTEM, we strive to make sure that all our customers, big and small, can have a product produced that is of the highest...

  • Administrative Assistant

    6 months ago

    Burlington, Canada MNP Full time

    Inspirational, innovative and entrepreneurial - this is how we describe our empowered teams. Combine your passion with purpose and join a culture that is thriving in the face of change. Make an impact with our Administration team as an Administrative Assistant. This diverse team of professionals directly contributes to the success of the firm by supporting...