Administrative Assistant

2 weeks ago

Edmonton, Canada ELIXR Simulations Full time

**Administrative Assistant**

Join our dynamic team and be a catalyst in the integration of immersive technologies in healthcare, education, and industry At ELIXR, we are driven by a shared passion for revolutionizing how we learn, heal, and work through the power of immersive experiences. We are dedicated to harnessing the potential of virtual reality (VR), augmented reality (AR), and mixed reality (MR) to reshape traditional practices and unlock unprecedented possibilities.

With a passion for innovation and a commitment to creating immersive experiences, we are seeking a dynamic Executive Assistant to support our fast-paced and rapidly growing organization. You will be part of a team that collaborates with a diverse clientele from technologists, designers, academics, healthcare professionals, and industry experts who are driven to create meaningful and impactful experiences that push the boundaries of what is possible.

We foster a culture of innovation, where everyone has a voice and is encouraged to think outside the box. We believe that the best solutions arise from a blend of technical brilliance, creativity, and collaborative problem-solving. Here, you will have the freedom to experiment, iterate, and bring your boldest ideas to life. Together, let's revolutionize the world through immersive technologies and shape a future that inspires and empowers change.

We are looking for someone who is:

- Captivated by the world of XR and it’s exciting possibilities
- Able to juggle multiple tasks and takes initiative in a fast-paced environment
- Eager to learn and grow in a startup environment

**What You Will Do**

**Duties**
- **Calendar and Schedule Management**: Coordinate and manage team calendars, including scheduling meetings, appointments, and travel arrangements.
- **Meeting Coordination**: Assist in preparing meeting agendas, materials, and minutes. Coordinate logistics for internal and external meetings, ensuring all participants are informed and prepared. As well as assist in coordinating any travel arrangements for team members.
- **Financial Administration**: Assist with basic bookkeeping tasks, such as recording expenses, processing invoices, managing payable and receivable, reconcile credit card statements, receipts and invoices, maintain organized financial records, including receipts, invoices and other relevant documents.
- **Payroll Support**: Assist in payroll-related activities, such as timekeeping, maintaining employee records, and coordinating with the Director of Operations.
- **Project Support**: Provide administrative support to ongoing projects, coordinating activities, drafting and editing various documents, and ensuring timely completion of tasks.
- **Research and Analysis**: Conduct research and gather relevant information to support decision-making processes and special projects.
- **Office Management**: Assist in managing office supplies, facilities, and vendor relationships as required.
- **Information Management**: Maintain confidential files, records, and databases, ensuring accuracy and accessibility of information.

**Skills & Qualifications**
- **Organizational Skills**: Strong organizational and time management skills to effectively prioritize tasks and meet deadlines.
- **Communication Skills**: Excellent written and verbal communication skills, with the ability to effectively communicate with diverse stakeholders.
- **Attention to Detail**: Keen eye for detail, ensuring accuracy in their work.
- **Problem-solving**: Strong problem-solving abilities, with the capacity to think critically and provide innovative solutions.
- **Tech-savviness**: Proficiency in using productivity tools such as Google Suite, Notion, Calendly and other project management software.
- **Adaptability**: Ability to thrive in a fast-paced, dynamic environment and quickly adapt to changing priorities.
- **Team Player**: Collaborative mindset and ability to work effectively with cross-functional teams.

**Assets & Experience**
- Experience as an assistant or a similar administrative role, preferably in a fast-paced start-up environment.

If you are seeking a challenging role where you can contribute to shaping the future of XR technology in Alberta, we invite you to join our team at ELIXR Simulations.
- Videos | Maximum 5 minutes
- Presentation/slide deck | Maximum 10 slides
- Applications without either a cover letter, video introduction or presentation/slide deck will not be considered.

**Job Types**: Full-time, Part-time
Part-time hours: 15-35 per week

**Salary**: $25.00-$31.19 per hour

**Benefits**:

- Casual dress
- Flexible schedule

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Edmonton, AB T5J 1A1: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative experience: 1 year (preferred)

Shift availability:

- Day Shift (preferred)

Work Location: Hybrid remote in Edmonton,

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