Executive Administrative Support

4 weeks ago

Oakville, Ontario, Canada iTi Building Permit Designer Inc. Full time
Position Overview

We are seeking a dedicated and organized Administrative Assistant to join our team at iTi Building Permit Designer Inc.. This role is essential in ensuring the smooth operation of our office and supporting our staff in various administrative tasks.

Key Responsibilities
  • Policy Implementation: Establish and enforce office policies and procedures to enhance operational efficiency.
  • Meeting Documentation: Record and prepare minutes for meetings, seminars, and conferences.
  • Office Procedures: Determine and set up office routines and procedures.
  • Recruitment Strategies: Plan and develop effective recruitment strategies.
  • Appointment Management: Schedule and confirm appointments for staff and clients.
  • Communication: Answer telephone calls and relay messages efficiently.
  • Data Compilation: Compile data, statistics, and relevant information for reports.
  • Inventory Management: Order office supplies and maintain inventory levels.
  • Travel Arrangements: Arrange travel itineraries and make necessary reservations.
  • Client Interaction: Greet visitors and direct them to appropriate contacts or service areas.
  • Filing Systems: Set up and maintain both manual and computerized filing systems.
  • Documentation: Type and proofread correspondence and other documents.
  • Data Entry: Perform accurate data entry tasks.
  • Customer Service: Provide exceptional customer service to clients and stakeholders.
  • Database Management: Maintain and manage the digital database effectively.
  • Staff Supervision: Oversee office and volunteer staff as needed.
  • Operational Management: Plan, organize, direct, control, and evaluate daily operations.
Work Environment

The ideal candidate will thrive in a fast-paced environment and possess the ability to work independently under pressure while meeting tight deadlines.

Qualifications
  • Education: Completion of College/CEGEP.
  • Experience: 1 to 2 years of relevant experience.
  • Work Language: Proficiency in English.
  • Work Hours: 30 to 40 hours per week.
Personal Attributes

The successful candidate will demonstrate:

  • Ability to multitask and prioritize effectively.
  • Excellent oral and written communication skills.
  • Strong organizational skills and attention to detail.
  • Flexibility and adaptability in a dynamic work environment.
  • Reliability and accountability in all tasks.
  • Client-focused approach with a commitment to service excellence.

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