Administrative Assistant

1 week ago


Burnaby, Canada D-Wave Systems Full time

D-Wave is the leader in the development and delivery of quantum computing systems, software and services and is the world’s first commercial supplier of quantum computers. Our webservice, LeapTM, is the only cloud service that delivers real-time access to a quantum computer (currently D-Wave’s 5,000 qubit Advantage system) and a full suite of open - source programming tools. Leap now has hybrid capabilities that combine the power of quantum and classical computers, analogous to the way a CPU works with a GPU, enabling the solution of very large problems. Software tools make programming easy, in languages like Python.

**Position Description**:
***

As our Administrative Assistant and Front Office Coordinator, you will be responsible for actively supporting the day-to-day operational effectiveness of our offices on-site in Burnaby, BC and remotely in Palo Alto, CA. Using your exceptional interpersonal skills, you will work closely with all employees to answer inquiries and assist with any ad hoc projects as required. You thrive in creating an engaging work environment, for both in-office and remote employees. These skills are demonstrated by coordination of the social committee and support for all employee events both on site and remote. As part of the Administrative Team, you will work collaboratively within the team providing support with formatting and editing of documents as required. Above all, you love providing a helping hand and pride yourself for your can-do attitude in your craft that will be noticed by visitors and employees alike.

**Responsibilities Include**:

- Overseeingreceptionincludingguest,mailandconciergemanagementinafriendlyand professional manner
- Complete and submit detailed expense reports as required
- Prioritizeconflictingneeds,handlemattersexpeditiously,proactivelymanageandfollow
- through on projects to successful completion, often with deadline pressures.
- Managingtheconditionofvariousofficefacilitiessuchasmeetingrooms,kitchens,resource centers, and common office areas
- Processingsupplyorderingforofficeservices,includingkitchensupplies,officesupplies, business card requests, food, etc.
- Vendorcoordinationincludingtravelcompany,securerecycling,mail,coffeeandbeverage,etc.
- Social Committee event coordination and execution of on-site events
- Assist with events between departments and outside parties including catering, meeting requests, and event coordination
- Assist with travel arrangements, itineraries, meetings and travel agendas as required
- Managing office programs such as bike locker assignments, etc.
- Assisting Facilities Manager with building processes as required
- Provide new hire facility tours and assist with Lab Tours for external parties
- Providing office services support to employees as required

**Required Qualifications**:

- 2+years professional administrative experience in a similar capacity
- Position is 100%in-person at our Burnaby location during the hours of 8am and4:30pm Monday through Friday
- Exceptional interpersonal skills
- Must be dependable, punctual and detail oriented
- Strong spoken and written English skills
- Ability to work independently and take initiative
- Strong Micro soft Office suite skills
- Strong customer service, organizational and communication skills

It is D-Wave's policy to provide equal employment opportunity (EEO) to all persons regardless of race, color, religion, sex, national origin, age, sexual orientation, gender identity, genetic information, physical or mental disability, protected veteran status, or any other characteristic protected by federal, state/provincial, local law.



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