Administrative Assistant

**Role: Administrative Assistant - Full time**

We are looking for an energetic Administrative Assistant to run our front desk and reception area as well as to provide daily assistance to the Corporate Secretary for a public group of companies.

This is a full-time job for someone who is a master multi-tasker.

This role is in the office 5 days/week. From 8:00 a.m to 4:00 p.m.

You will be answering phones and providing support to a team of 10 - 20 with most working a hybrid schedule and an emphasis on assisting the Corporate Secretary.

You are a detail-oriented team player with initiative who will be the first point of contact for visitors at the office, greeting them in a polite and well-spoken manner, answering calls and making sure the team receives their messages.

You should be well-organized and willing to adapt to workload requirements. A professional manner, excellent verbal and written skills a must. The primary responsibilities involve reception, general office administration, and assisting the Corporate Secretary to ensure the proper maintenance of a number of public companies and their subsidiaries, liaising with other executives and senior management, and to provide office support to the entire team when needed. You must also be highly experienced and proficient in Microsoft 365 (Excel, Word, Outlook and Teams) and Adobe.

**Front Desk Responsibilities**:

- Organize and schedule appointments and meetings and maintain office calendars
- Prepare regularly scheduled reports, office memos and correspondence
- Order and maintain office supplies and maintain printers, postage machine, fax, lighting, etc.
- Book travel arrangements for employees, management and directors
- Ensure cleanliness of office common areas
- Monthly expense reports
- Various office duties as requested

**Assistant to the Corporate Secretary Duties**:

- Board and Committee meeting: preparing notices and agendas and compiling and distributing comprehensive board packages, preparing and circulating an annual calendar of board and committee meetings and other key dates
- Maintaining the minute books of the Corporation and subsidiaries
- Circulating minutes of meetings and/or consent resolutions for signatures
- Maintaining a schedule of board and committee attendance and, in collaboration with the finance department, ensuring payment of directors’ fees
- Preparing an annual financial statement blackout calendar
- Experience in NYSE-American, Toronto Stock Exchange, TSX Venture Exchange, OTCQX, SEC, and BCSC compliance matters; (An asset but not a requirement)
- Maintain corporate records;
- Prepare general correspondence/memorandums relating to corporate projects and initiatives.
- Maintain internal entities databases and data room;
- Any other duties as assigned by the Corporate Secretary.

**Qualifications**
- Previous reception and administrative assistant experience - at least 2 years
- Must be able to multi-task
- Self Starter
- Proficient in Microsoft 365 (Excel, Word, Outlook and Teams) and Adobe
- IT knowledge and experience is an asset
- Good time management and stress management skills

**Job Types**: Full-time, Permanent

**Salary**: $50,000.00-$55,000.00 per year

**Benefits**:

- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site gym
- Vision care

Schedule:

- Monday to Friday

COVID-19 considerations:
We have implemented strict Covid-19 protocol and we expect all of our personnel to adhere to this.

**Education**:

- Secondary School (preferred)

**Experience**:

- administrative assistant: 2 years (preferred)
- receptionist: 2 years (preferred)

Work Location: In person