Administrative Assistant

5 days ago

Surrey, Canada Lark Group of Companies Full time

The Administrative Assistant provides essential administrative support to the Office Manager and Executive Assistant, ensuring smooth daily operations of the office. This role oversees the Receptionist and Office Coordinator, ensuring tasks are completed in a timely manner and customer service standards are met. The Administrative Assistant also provides coverage for the Receptionist during breaks, lunch, and vacation periods. This position requires planning and coordinating leadership meetings and company events, which may occasionally occur offsite and outside of typical office hours. A vehicle or reliable transportation is required.

Key Responsibilities:
**Administrative Support**:

- Assist the Office Manager and Executive Assistant with leadership planning, meetings, and projects to ensure maximum efficiency.
- Calendar management and scheduling using Outlook Calendar.
- Coordinate travel arrangements, credit card reconciliation, expense reporting, and meeting logistics.
- Manage confidential tasks and projects with discretion.
- Creating and formatting reports, templates, presentations and spreadsheets.
- Compiling data and creating summary reports.
- Occasional off-site tasks, such as coordinating pickups or deliveries.

**Reception Oversight and Coverage**:

- Supervise the Receptionist to ensure completion of tasks, adherence to deadlines, and exceptional customer service delivery.
- Provide break, lunch, and vacation coverage for reception duties, including answering phones, greeting visitors, and handling courier and mail.

**Operational Support**:

- Maintain and manage records, databases, and Sharepoint filing systems.
- Assist with office organization, including supply inventory management and vendor coordination. i.e. Coffee suppliers, cleaners, office equipment maintenance, etc.
- Support office events and initiatives with planning and execution.

**Event Coordination**:

- Plan and lead company events, occasionally held outside of regular office hours.
- Collaborate with the Receptionist and Office Coordinator to ensure successful event execution.
- Manage event logistics, including vendor coordination, venue setup, and participant communication.

**Project Assistance**:

- Provide support for special projects and initiatives as assigned by the Office Manager and Executive Assistant while maintaining discretion and confidentiality.
- Conduct research and prepare reports as required.
- Assisting with year-end initiatives, including sourcing, ordering and assembling holiday gifts for business partners.

**Qualifications and Skills**:

- 3+ years of experience in an administrative or office support role.
- Strong leadership and organizational skills.
- Excellent written and verbal communication skills.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to handle confidential information with discretion.
- Proven ability to multitask, prioritize, and meet deadlines.
- A vehicle or reliable transportation is required.

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