Office Administrative Assistant

5 months ago

Waterloo, Canada MarshallZehr Full time

**Office Administrative Assistant**

**Who is MarshallZehr?**

**MarshallZehr Group Inc (“MZ”)** provides customized construction and development financial solutions for high-performing real estate developers. Since 2008, MarshallZehr has grown to become one of Canada’s most trusted real estate capital partners. We add value beyond capital - our team’s decades of experience help deliver the strategic insight and vision necessary to craft tailored financial solutions, all backed by our industry recognized mortgage administration services.

**The Opportunity**

The Office Administrative Assistant is an energetic professional who is experienced in handling a wide range of administrative duties and executive support-related tasks and possesses the ability to work independently with little or no supervision. The Office Administrative Assistant is a highly organized and flexible individual who enjoys the administrative challenges of supporting Executive level management as well as the MZ team. Reporting to our HR Generalist, this role supports the entire company with enthusiasm and professionalism. This is a full-time, in-office position.

**The Role**

The role covers three key areas: Reception, Executive Assistance, and Office Management:
Reception:

- Present a positive and professional image of the executive office to all visitors, suppliers, inquiries, and other persons.
- Accountable for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are maintained and utilized, and supply requisitions are reviewed and approved.
- Maintain a safe, secure, and pleasant work environment.

Executive Assistance:

- Assist with scheduling of meetings, appointments, travel, and other business activities for our Senior Leadership team. Provide additional administrative support as required for our staff.
- Ensure security, integrity, and confidentiality of all data.
- Review documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling, and make edits as necessary.
- Prepare draft/distribute reports, background documentation, and research as required.
- Take and transcribe dictation notes or meeting minutes.
- Prepare and review presentations (including PowerPoint) & other communications.
- Responsible for regular administrative duties such as filing, copying, scanning, and printing documents.
- Manage and submit expense reports for Senior Leadership Team.

Office Management:

- Maintain a professional, clean, always-stocked world-class work environment including maintenance of kitchen and servery areas, boardrooms etc.
- Managing supply inventory by auditing stock to determine inventory level, anticipating needed supplies, and placing and expediting orders for supplies.
- Point person for maintenance, mailing, shipping, supplies, equipment, bills, and business errands as required.
- Manage relationships with vendors, cleaners, service providers, ensuring contracts are fulfilled. Coordinate all invoicing with MZ Accounting.
- Coordinate with IT department on all office equipment.
- With the help of the HR Generalist, manage company Social Club events from inception to completion, and ensure within budget.
- Assist HR Generalist with scheduling new employee onboarding and orientation.

**What Are We Looking For?**
- 1-2 years of related experience.
- Successful completion of secondary school. University, or college degree an asset.
- Proven work experience and understanding of maintaining schedules and meetings at an executive level.
- Experience in office management systems and procedures with familiarity in clerical and administrative practices and procedures.
- Exceptional attention to detail, with excellent written and verbal communication skills.
- Strong time management and organizational skills with the ability to multitask and prioritize work in order to meet tight deadlines.
- Proficient in Microsoft Office Suite (Word, Excel, and PowerPoint).
- Valid driver’s license.
- Will be required to complete the Mortgage Agent course through Mortgage Professionals Canada (standard practice for all MZ employees, paid for by MZ)

**Preferred Requirements**
- Experience in the Real Estate lending/mortgage industry would be an asset.

**Work Environment**
- MZ offices are open Monday to Friday. Due to the nature of the role, the Office Administrative Assistant is a fully on-site position.
- Our Waterloo office has 16,000 square feet of modern and accessible space and has been specially updated and tailored to meet our business needs. The result is a world-class workspace that empowers deep collaboration, reinforces business operations with state-of-the-art technology infrastructure, and offers more space to enable our sustained team expansion.

  • Administrative Assistant

    3 weeks ago

    Waterloo, Ontario, Canada ONTARIO INC. Full time

    Job SummaryWe are seeking an experienced Administrative Assistant to join our team at Ontario Inc. as an Office Coordinator. The successful candidate will be responsible for providing administrative support to our team, ensuring the smooth operation of our office.Key ResponsibilitiesProvide administrative support to the team, including scheduling...

  • Administrative Officer

    2 weeks ago

    Waterloo, Ontario, Canada A-CLASS INC. Full time

    A-CLASS INC. is seeking an Administrative Officer to join our team. As an Administrative Officer, you will be responsible for reviewing and evaluating new administrative procedures, establishing work priorities, and ensuring procedures are followed and deadlines are met.You will also be responsible for carrying out administrative activities of the...

  • Office Administrator

    2 months ago

    Waterloo, Canada Boma Learning Centre Full time

    Responsibilities: - Provide administrative support to ensure efficient operation of the centre - Answer and direct phone calls - Organize and schedule appointments, including sick calls and vacation time - Assist in the preparation of regularly scheduled reports - Develop and maintain a filing system - Update and maintain office policies and procedures -...

  • Administrative Officer

    6 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: The Administrative Officer is responsible for the effective management of all aspects of the Department of Recreation and Leisure Studies (RLS) within the framework of the University, Faculty and Department policies. The Administrative Officer reports directly to the Chair and is a resource to the Chair and the Associate Chairs, providing...

  • Administrative Assistant

    5 months ago

    Waterloo, Canada MindSteps Psychology Full time

    Durée de l'emploi: Permanent - Langue de travail: Anglais - Heures de travail: 9 to 12 hours per week - Education: - Expérience: **Education**: - College/CEGEP - Psychology, other - Medical office management/administration **Work setting**: - Health care institution, facility or clinic **Tasks**: - Schedule and confirm appointments - Answer telephone...

  • Administrative Officer

    5 months ago

    Waterloo, Canada Medusa Shisha Bar and Lounge Full time

    Education: Secondary (high) school graduation certificate - Experience: Experience an asset **Tasks**: - Review and evaluate new administrative procedures - Establish work priorities and ensure procedures are followed and deadlines are met - Carry out administrative activities of establishment - Administer policies and procedures related to the release of...

  • Administrative Officer

    3 months ago

    Waterloo, Canada A-CLASS INC. Full time

    Education: Secondary (high) school graduation certificate - Experience: 1 to less than 7 months **Tasks**: - Review and evaluate new administrative procedures - Establish work priorities and ensure procedures are followed and deadlines are met - Carry out administrative activities of establishment - Co-ordinate and plan for office services such as...

  • Administrative Officer

    2 weeks ago

    Waterloo, Ontario, Canada A-CLASS INC. Full time

    A-CLASS INC. is seeking an Administrative Officer to join our team. The successful candidate will be responsible for reviewing and evaluating new administrative procedures, establishing work priorities, and ensuring procedures are followed and deadlines are met.Key ResponsibilitiesAdministrative Support: Provide administrative assistance to the team,...

  • Administrative Assistant

    5 months ago

    Waterloo, Canada Spectramedx Inc. Full time

    Spectramedx is looking for talented individuals to join our Waterloo team to fill the role of Administrative Assistant. The role requires physical presence at our Waterloo office in performing administrative duties and office management. **Requirements**: - Minimum 2 years experience within Administrative Assistant position - Office Administration degree...

  • Administrative Officer

    3 weeks ago

    Waterloo, Ontario, Canada A-CLASS INC. Full time

    A-CLASS INC. is seeking an Administrative Officer to join our team. The successful candidate will be responsible for reviewing and evaluating new administrative procedures, establishing work priorities, and ensuring procedures are followed and deadlines are met.The ideal candidate will have a secondary (high) school graduation certificate and 1 to less than...

  • Administrative Officer

    5 months ago

    Waterloo, Canada A-CLASS INC. Full time

    Education: Secondary (high) school graduation certificate - Experience: 1 to less than 7 months **Tasks**: - Review, evaluate and implement new administrative procedures - Establish work priorities and ensure procedures are followed and deadlines are met - Carry out administrative activities of establishment - Co-ordinate and plan for office services such...

  • Administrative Officer

    5 months ago

    Waterloo, Canada A-CLASS INC. Full time

    Education: - Expérience: **Education**: - Secondary (high) school graduation certificate **Tasks**: - Review and evaluate new administrative procedures - Establish work priorities and ensure procedures are followed and deadlines are met - Carry out administrative activities of establishment - Co-ordinate and plan for office services such as...

  • Administrative Assistant

    5 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 1 year** The Administrative Assistant provides administrative support for the Department Chair and the Administrative Officer and is the first contact for visitors of the Department. **Responsibilities**: Administrative Support: - Manages the Chair’s Schedule; - Consults and collaborates daily with the Administrative Officer providing...

  • Administrative Officer

    2 weeks ago

    Waterloo, Ontario, Canada A-CLASS INC. Full time

    A-CLASS INC. is seeking an Administrative Officer to join our team. The successful candidate will be responsible for reviewing and evaluating new administrative procedures, establishing work priorities, and ensuring procedures are followed and deadlines are met.The ideal candidate will have a secondary (high) school graduation certificate and 1 to less than...

  • Administrative Officer

    5 months ago

    Waterloo, Canada Healthcare Systems R & A INC. Full time

    Education: - Expérience: **Education**: - Secondary (high) school graduation certificate **Tasks**: - Review and evaluate new administrative procedures - Establish work priorities and ensure procedures are followed and deadlines are met - Administer policies and procedures related to the release of records in processing requests under government access...

  • Office Administrator

    5 months ago

    Waterloo, Canada RMW Exteriors Full time

    **Essential Duties and Responsibilities** - Take detailed and accurate meeting minutes - Maintain the administrative operating system (CRM software) - Data entry (sales figures, new jobs, leads progress etc.) - General office management such as ordering office supplies - Plan and organize events such as fundraisers, sporting tournaments, and appreciation...

  • Administrative Assistant

    5 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: The Administrative Assistant is responsible for the efficient daily operations of the Chair’s office. The Administrative Assistant provides support, oversight and guidance for faculty recruiting, tenure and promotion, sabbaticals, and all non-faculty appointments. The Administrative Assistant manages confidential records and provides...

  • Office Administrator

    5 months ago

    Waterloo, Canada EPC Full time

    We are looking for a professional, detail-oriented, self-starter to be a part of our team! EPC is seeking an experienced and organized **Office Administrator **to join our team on a full-time basis! As an Office Administrator, you will assist the President, Senior VP and Management Team with administrative tasks around the office. - Headquartered in...

  • administrative officer

    5 months ago

    Waterloo, Canada A-CLASS INC. Full time

    Education: Secondary (high) school graduation certificateExperience: 1 to less than 7 monthsTasksReview and evaluate new administrative procedures Establish work priorities and ensure procedures are followed and deadlines are metCarry out administrative activities of establishmentCo-ordinate and plan for office services such as accommodation, relocation,...

  • Administrative Officer

    3 weeks ago

    Waterloo, Ontario, Canada A-CLASS INC. Full time

    A-CLASS INC. is seeking an Administrative Officer to join our team. The successful candidate will be responsible for reviewing and evaluating new administrative procedures, establishing work priorities, and ensuring procedures are followed and deadlines are met.Key ResponsibilitiesReview and evaluate new administrative procedures to ensure they align with...