Administrative Assistant

**For over forty years VanMar’s values have remained the same - and we continue to live by them everyday. Today, VanMar is a well-established and highly respected Design-Builder, Construction Manager, General Contractor, and Developer specializing in multi-residential, high rise, mid rise, institutional, and mixed-use projects.**

**We are looking to add an experienced Administrative Assistant to our dynamic team of professionals at our Head Office located in Cambridge, ON.**

**The Administrative Assistant will be responsible for a wide range of administrative and marketing support tasks, including managing front desk reception duties, handling phone inquiries, and maintaining office supplies. The role involves preparing and assembling proposals, ensuring accurate project details are readily accessible, and managing promotional materials and team-building events.**

**The Administrative Assistant will assist in the creation and execution of marketing campaigns across various platforms, monitor campaign performance, and maintain the company’s online presence. Additionally, the position will support employee development programs, IT asset management, and the preparation of the quarterly newsletter. This role requires a proactive, organized individual who can manage multiple responsibilities efficiently, contribute to the smooth operation of the office, and collaborate with various departments to achieve company goals.**

**Essential Functions**:

- Prepare, edit, format, and assemble proposals in accordance with RFP requirements, gathering or drafting non-technical content (e.g., corporate information, project descriptions, key personnel resumes).
- Maintain and update proposal files to ensure accurate project details are readily accessible for submissions, resumes, project profiles, presentations, and other marketing materials. Keep detailed records of proposals, results, lessons learned and debriefs.
- Create and update departmental manuals.
- Monitor office and kitchen supply levels, placing orders when stock falls below established levels.
- Assist with continuing education and professional development programs including advertising courses and conferences and registering employees as needed.
- Lead the organization and procurement of VanMar-branded gear and swag.
- Coordinate team building events for VanMar staff.
- Manage web cameras for various projects ensuring the President has all feeds on his desktop.
- Collect and organize promotional materials including project photos, flyers, ads, PowerPoint presentations.
- Maintain an active presence and create engaging text, images and video content to spark conversation and increase followers.
- Monitor performance metrics of campaigns, providing insights and recommendations for improvement.
- Manage and organize regular photographs of ongoing and completed projects.
- Prepare quarterly newsletter “The Hammerhead” gathering information from various departments.
- Support IT asset management for new and existing employees, including procurement, repairs, and upgrades, under the direction of Human Resources.
- Respond to internal employee inquiries promptly and professionally.
- Update and maintain the VanMar ON website regularly.
- Handle the collection and distribution of regular mail and courier parcels.
- Assist with ad-hoc projects as required.

**Job Specifications**:

- A post-secondary diploma in Office Administration, Business, Marketing and/or related equivalent experience.
- Previous experience in the construction/development industry is considered an asset.
- Strong proficiency in Microsoft Office (Excel, Word, PowerPoint, Adobe, Canva).
- InDesign experience preferred.
- Exceptional writing, editing, and proofreading skills, with an emphasis on accuracy and quality
- Excellent communication skills - a high level of professionalism of language both written and verbal.
- Ability to work independently and collaboratively in a team environment while managing multiple tasks efficiently.
- High attention to detail, with strong analytical, critical thinking, and problem-solving skills, coupled with a proactive, creative approach.
- Exceptional organizational skills with the ability to prioritize tasks and manage multiple responsibilities under tight deadlines.
- Displays a strong sense of urgency and commitment to meeting deadlines, with the ability to handle pressure and challenges effectively.
- Friendly and professional demeanor and embrace a collaborative culture.
- Strong knowledge of office administration and clerical practices and procedures.
- Valid Drivers’ License.
- Ability to travel as needed.
- VanMar is an equal opportunity employer. We are committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibilities for Ontarians with Disabilities Act. If you are contacted for an interview, please advise Human Resources if you require accommodation._
- We thank all applicants for their interest;