Executive Administrative Assistant

5 months ago

Nisku, Canada Java Holdings Full time

Megaverse Geomatics was founded in June of 2022. Megaverse does survey services and large area mapping and LiDAR scanning projects. Megaverse is currently part of Java Group of Companies. We are an innovative survey and geospatial service provider. Megaverse is currently looking for an Executive Administrative Assistant.

Reporting to the President, the Executive Administrative Assistant will be responsible for providing administrative support to the Operations, Finance and Management Teams.

The position is located at our Head Office in Nisku, AB.

**RESPONSIBILITIES**
- Provides admin/data entry relief for all departments (ie. AP Invoice data entry, Mastercard reconciliation, Project Deliverables data entry, Fleet data entry/Admin, Safety Admin)
- Assist with travel arrangements for management and crews
- Processes incoming/outgoing mail and courier packages
- Draft LEMs
- Draft Invoices
- Tracking Job Numbers and Invoices
- Tracking employee vacation days
- Setting up jobs, including job folders and POs
- Reconcile expenses and credit cards
- Create and Update Excel based template including but not limited to timesheets, LEMs, invoice template.
- Maintain and keep track of all safety records and other company records
- Maintain and keep track of all equipment
- Assist business development duties such as managing social media accounts, digital marketing, clients expectations, clients relationship etc.
- Assist proposal writing and tracking all proposal records
- Assist custom satisfaction survey and regular checkups.
- Assist employee satisfaction study and facilitate team building events.

**QUALIFICATIONS**
- Post-Secondary courses or education from a recognized institution
- 4-5 years in an administrative, receptionist, customer service, accounting, or business development role
- Business Management experience is an asset
- Experience in a project based company or in a related industry is an asset
- Excellent written and verbal communication skills in English; exceptional interpersonal skills
- Excellent customer service attitude and skills
- Ability to shift priorities and reach varying deadlines. Strong “can-do” approach to work.
- Excellent skills in Word, Excel, Access, PowerPoint and the ability to learn new software as required.
- Excellent skills in VBA
- Ability to deal effectively with all levels of staff within different functional areas of the company
- Professional demeanor and appearance

**Benefits**:

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care

Flexible Language Requirement:

- English not required

Schedule:

- Monday to Friday

Work Location: In person

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