Administrative Assistant

3 months ago

Concord, Canada DEG Services Full time

**Position Summary**

We are looking for an Administrative Assistant to provide day-to-day administrative and general office support to DEG Services

**Key Responsibilities**:

- Administrative and general office support for the overall department and more specifically, the Chief Officers.
- Conduct research, compile data, and prepare information as requested for review and consideration by executives;
- Prepare, edit, and proofread correspondence, presentations, reports and related material;
- Coordinate department functions and promotional materials. Organize and assist with companywide events as requested (i.e. teambuilding events, sports tournaments, holiday events etc.), including but not limited to researching and meeting with vendors/suppliers/venues, negotiating costs and serving as a stand-alone coordinator the day of events;
- Maintains and coordinates Reception, Shipping/Receiving and other shared services schedules;
- Is a backup for Reception, Shipping/Receiving and mail functions;
- Support IT Procurement by requesting quotes and approvals with CFOs;
- Manage IT invoicing, requesting approvals by CIO and send approved invoices to AP teams.
- Set up and maintain manual and computerized information filing systems.
- Maintain various tracking systems to ensure current and accurate information.
- Responsible for managing and maintaining office equipment and supplies, including kitchenette and office coffee supplier. Point of contact for employees regarding issues with office equipment, kitchenette, and coffee equipment;
- Record and prepare minutes of department meetings;
- May compile data, statistics and other information and may conduct research for executives;
- Arrange schedules and make reservations as requested;
- Ensure and enforce compliance to all company, client and legislated Safety policies and procedures;
- Any additional duties and responsibilities may be assigned from time to time.

**Key Competencies**
- Excellent verbal and written communication skills in English;
- Professional personal presentation;
- Customer service orientation;
- Organizing and planning;
- Attention to detail;
- Initiative, Self-starter;
- Reliability;
- Stress tolerance.

**Education and Experience**
- Min. of 3 years’ experience in similar role;
- Experience in multiple line switchboard environment is an asset;
- High school diploma;
- Completion of college, or other business administration courses are an asset;
- Knowledge of general administrative and clerical procedures;
- Strong customer service principles and practices;
- Strong keyboard and computer skills.

**Health and Safety**
- Work in compliance with the provisions of the _OHSA_, regulations, and internal policies and procedures;
- Report to his or her supervisor any missing or defective equipment or protective device which could endanger any person;
- Report to his or her manager the contravention of the _OHSA_, regulations, or company H&S policies and procedures or any observed hazard;
- Refrain from operating any equipment, machine, device, or thing or otherwise working in a manner that may endanger anyone;
- Avoid engaging in any prank, contest, feat of strength, unnecessary running, or rough and boisterous conduct;
- Know, understand, and implement safe work practices and procedures;
- Know, understand, and employ established rules and procedures for handling materials, equipment and processes (e.g. reporting unlabeled containers, using proper lifting techniques, etc.);
- Request that worn out or defective equipment be replaced;
- Use all safety devices provided, ensuring optimum condition of devices and report any defects immediately to a supervisor;
- Use equipment and materials only in the manner intended;
- Report all injuries, incidents, hazards, and unusual conditions immediately to supervisor;
- Follow Standard Operating Procedures as related to your work area.

**Working Conditions**
- Typical office hours: Monday to Friday - 9:00 am - 5:00 pm. Must have the ability to work extended hours as early as 7:30am and as late as 6:00pm;
- Requires a moderate amount of walking and lifting;
- Requires a moderate amount of sitting for prolonged periods of time while using the computer and headset.

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