Administrative Assistant

2 weeks ago

Burlington, Canada Coldbox Full time

Are you eager to be part of a dynamic organization that is growing fast and scaling right? Are you excited about the prospect of contributing to the security of the global food supply chain?

Coldbox specializes in the Plan. Design. Build. of environmentally controlled manufacturing and logistics facilities for the global food and pharmaceutical industries. Our engineering and construction teams work as a single source to create practical construction solutions that meet regulatory requirements, maximize energy and production efficiencies, and deliver on clients’ expectations.

We are currently seeking an Administrative Assistant to join our rapidly growing company in Burlington, Ontario.

**Key Purpose**

The Administrative Assistant (AA) will be responsible for providing effective and efficient office and administration support, as well as being a main point of contact for all staff. The AA reports to the Office Manager and is a primary support for the CEO and the President. **It is an Office Based opportuinty**

**Key Responsibilities and Duties**:
**EA Duties**:

- Discretely handle sensitive and confidential information and matters relating to the daily activities of the CEO, President and SLT
- Manage the CEO & President calendars
- Schedule meetings, calls and appointments for the CEO, President and SLT, including room and video/equipment setup, etc.
- Book attendance at conferences and make travel arrangements as required.

**General Administrative Duties**:

- Organize and maintain files, documents, and records
- Copy, file and maintain paper or electronic documents and records.
- Manage invoices and expense reports and perform basic budget tracking and recordkeeping
- Conduct research on various topics to support decision-making processes
- Compile and summarize information for reports or presentations
- Distribute internal communications and announcements within the organization
- Support organizational events and activities including charitable drives and activities
- Maintain inventory and supplies (and order, organize, and restock office supplies)
- Ensure office equipment (printers and plotters) are stocked and operational
- Support office access (such as distributing and managing building access cards, security Fobs, etc.)
- Oversee facility management services (such as cleaners and maintenance service providers)
- Assist HR with employee onboarding and offboarding processes
- Perform other related duties as assigned

**Reception Duties**:

- Receive visitors at the front desk by greeting, welcoming, and directing them if needed.
- Receive and sort daily mail including the US virtual mail.
- Arrange/manage courier pick-ups and deliveries
- Answer the phone in a timely and professional manner and direct calls when needed.
- Manage the meeting room and boardroom bookings and ensure they are clean and tidy
- Ensure the kitchen/lunchroom is clean and tidy, coffee/supplies are stocked, etc.

**Key Knowledge and Skills**
- Proficiency in Microsoft Office including, Word, Excel, and Outlook including calendar management
- Hands-on experience with office equipment (e.g., printers)
- Excellent communication skills (written and verbal)
- Professional attitude and appearance
- Personable and friendly demeanour
- Ability to be resourceful and proactive when issues arise
- Excellent organizational skills
- Strong multitasking and time-management skills, with the ability to prioritize tasks
- Strong customer service focus
- Able to contribute positively as part of a team, helping with various tasks as required
- Ability to maintain discretion with confidential information

**Education** and Experience** Requirements**
- Minimum 3-5 years of work experience as a Receptionist, Administrative Assistant, or similar role
- Experience supporting senior executives in a fast-paced environment
- Experience in construction, engineering and property development is ideal but not required
- University or college education in a complementary field of study helpful but not required
- If you have the qualifications as outlined above and are interested in playing a pivotal role in a growing and dynamic company, please submit your resume._

The Coldbox Advantage - Just some of the reasons to work for us
- Competitive compensation and bonus
- Good benefits package with generous Health Spending Account
- Substantial vacation time
- Employee Assistance Program (EAP)
- Generous Employee Referral Program
- Training, education, and development opportunities
- Diverse workforce
- Supportive culture
- Employee appreciation and engagement events
- A healthy and positive work environment

Coldbox is committed to maintaining and supporting a safe work environment for all employees, sub-contractors, suppliers, or clients and other site visitors. We offer a friendly, culturally diverse and energetic work environment, competitive compensation and benefits, social activities, team-building events, and career development opportunities.

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