Management Assistant

2 weeks ago

Ottawa, Canada Tundra Technical Solutions Full time

Role: Management Assistant

Duration: Expected 12 Month Contract

Location: Etobicoke/Airport (Hybrid)

Rate: $30-32/hr.

What can you expect from this position?

The Management Assistant is responsible for providing administrative support to the Directors and their management teams. You will be responsible for the day to day management of the office such as administrative support, calendar management, records management and financial processes and reporting for the department. You have excellent communication skills, time management and organization skills, and understand the need for tact and discretion when handling confidential material. You are able to respond to conflicting demands and prioritize accordingly.

As Management Assistance, you will provide support across multiple areas

- Evaluate office procedures with a focus on innovation and continuous improvement, recommending and implementing enhancements where needed
- Manage schedules and coordinate departmental meetings, special events, off sites, etc. by ensuring appropriate set-up/logistics of facilities, booking meeting rooms, sending invitations and notices to attendees, arranging catering, preparing agendas, presentations, minutes, and ensuring action items are followed up on
- Provide financial assistance, support financial tasks such as budgeting, expense tracking, and invoice processing
- Coordinate projects, assist with various projects, from event planning to contract management
- Prepare and process requisitions, releases, payment of invoices, preparation of expense reports and monthly tracking of operating expenses
- Establish and maintain working relationships with key stakeholders, both internal and external
- Collaborate closely with the Executive Assistant, receiving guidance and offering support for various department-wide projects and initiatives.
- Respond to internal and external requests for assistance, directing inquiries as appropriate; and be the ambassador for the department for employees, leaders, vendors and other external stakeholders to support consistency across the organization
- Maintain departmental records using SharePoint and other records retention systems and processes in accordance to company policy to ensure files and records are easy to access and organized

This is the role for you, if you have

- Completion of secondary school or combination of relevant education and/or experience
- 3 years’ office administration experience, providing administrative support in a senior level office
- Demonstrated experience working in a customer centric environment
- Ability to obtain and retain Transportation Security Clearance

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