Administrative Assistant

2 weeks ago

South Woodslee, Canada Vokes Leadership Group Full time

**Company Description**:

- **Vokes Leadership Group**_ is a Canadian-based leadership and HR training, coaching, consulting, talent management, and applied research Practice in Industrial-Organizational Psychology. We specialize in the delivery of organization development, leadership and culture management, change consulting, and crisis response services to North American and European organizations from every sector -- corporate, government, and non-profit. As a social entrepreneurship venture, we are committed to advancing the ethical use of Social Power. We are based in Southwestern Ontario.

**Role Description**
We are seeking an _**Administrative Assistant**_ (AA) to support our team with scheduling, proofreading, bookkeeping, accounting, and other administrative support as required for approximately 20 hours per week on a permanent basis.
- Degree or Diploma in Office Administration, Accounting, Human Resources or a related discipline is required.
- Working knowledge of Canadian bookkeeping and accounting methods and tasks is required.
- A minimum of 3 professional references are required.
- A Police Record Check is required.
- 2+ years of experience with a consulting firm or in a similar industry preferred.
- Strongly proficient in MS Office (Word, Excel, PowerPoint) and Google Apps.
- Strong grasp of working with PDFs in Adobe.
- Ability to maintain the strictest confidentiality around client information and intellectual property (IP).
- Excellent grasp of the English language and Canadian business communication etiquette.
- Skills required: Strong attention to detail, ability to follow instructions, adaptability, problem-solving, evaluation, critical thinking, collaboration, social orientation, service orientation, independence, active learning, innovativeness, writing, reading comprehension, oral communication, digital literacy, and numeracy.

**Job Details**
- CAD $ 25.00 - 26.50 (based on experience)
- Access to extended health and dental benefits + EAP after probationary period
- Work laptop (Windows) and phone (Android) will be provided
- Work from home + monthly travel to the office is required
- Flexible working hours is required
- Access to software like Zoom, MS Office, Adobe, and adware/malware protection will be provided
- Regular backups of data to hard drive required
- Evolving role: Opportunity for autonomy and self-directed work, support and task supervision/instruction will be provided, as well as the opportunity for direct interface with clients.

**Role & Responsibilities** (on-the-job training will be provided)

**Scheduling & Client Communication**
- Manage virtual calendars: schedule in-person and virtual meetings
- Coordinate project logistics
- Coordinate information to respond to client inquiries

**Accounting & Bookkeeping**
- Bi-weekly payroll data entry
- Prepare, edit and proofread client estimates and invoices
- Regularly upload and categorize receipts in QuickBooks Online
- Maintain Accounts Receivable and Accounts Payable records

**General Administration**
- Prepare, key in, edit and proofread correspondence, presentation slides, brochures, publications, reports, and related material from dictation, recordings, and handwritten notes
- Record and prepare meeting notes and action items
- Order office supplies and maintain inventory
- Set up and maintain manual and computerized information filing systems
- Conduct internet searches as required
- Help employees with their administrative queries
- Arrange travel schedules and make reservations
- Send cards and thank you notes to clients on holidays and anniversaries
- Develop processes and procedures to improve standardization
- Assist with researching, implementing, and training on new software
- Perform other duties as assigned
- Resume screening
- Reference checks
- Psychometric evaluation (Personality Questionnaire, test on General Ability, and test on attention to detail)
- Culture-fit/development assessment interview

**Job Types**: Part-time, Permanent

**Salary**: $25.00-$26.50 per hour

Expected hours: 20 - 25 per week

**Benefits**:

- Company events
- Dental care
- Employee assistance program
- Extended health care
- Flexible schedule
- Life insurance
- Vision care
- Work from home

Flexible Language Requirement:

- French not required

Schedule:

- Day shift
- Evening shift
- Morning shift
- On call
- Weekends as needed

Ability to commute/relocate:

- South Woodslee, ON N0R1V0: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (required)

**Experience**:

- Administrative experience: 1 year (required)

**Language**:

- English (required)

Work Location: Hybrid remote in South Woodslee, ON N0R1V0

Application deadline: 2024-04-01
Expected start date: 2024-04-15

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