Administrative Assistant and Wtce Administrator

The Edmonton Chamber of Commerce (Chamber) is the official voice of business in the Capital Region. With thousands of business and corporate members, we are one of the largest chambers in Canada and among the most influential business organizations in the country. The Chamber fosters and supports the business environment in the Edmonton region through advocacy to all levels of government, education and support opportunities, and connection to local and business communities.

Reporting to the Director, Finance & Operations, the Administrative Assistant and WTCE Administrator is responsible for managing the office phones, greeting visitors and providing day to day administrative support to management. This role is also responsible for managing event bookings for the WTCE conference facilities to ensure successful operations.

**What will you do?**
- Greets and directs visitors to the WTCE.
- Manage all inquiries received externally and respond directly to the visitor or client and refer them to the appropriate information source.
- Record and communicate messages as needed for employees.
- Prepare the Certificate of Origin requests.
- Monitoring access of individuals to the agency and its occupants; ensuring sign in and sign out procedures.
- Collaborate with the World Trade Centre property manager to ensure maintenance and additional building needs and requirements are met.
- Managing the Administrative Assistant who is responsible for the certificate of origin and booking and maintenance of the WTCE.
- Provides clerical and administrative assistance to the Director’s of the ECC.
- Weekly physical bank deposits as needed.
- Posting of EFTs, e-transfers and cheques received in Chamber Master.
- Ensuring approval of supplier invoices, and then posting to Quickbooks Online.
- Schedule and manage all event bookings for internal and external clients (can include room rentals, catering contracts, audio visual equipment, room set-up requests and other requirements as needed).
- Verify all room set-ups prior to the start of each event; tidy up rooms post event.
- Take steps necessary to ensure the Conference Centre facilities, kitchen and storage rooms are kept clean and organized.
- Liaise with clients to ensure events run smoothly.
- Accurately complete billing details on event contracts (post-event).
- Promote the services of the conference facility and conduct facility tours for prospective clients.
- Manage supply orders for the conference centre (i.e. linens, cleaning supplies, beverages, coffee).

**What do I need to succeed?**
- High School Diploma or GED. Administrative Assistant formal training from a recognized college is preferred.
- A minimum of 4-6 years’ experience in an administrative position supporting various positions within an organization.
- Exceptional customer service skills with a friendly, outgoing personality.
- Ability to prioritize and handle multiple tasks and projects concurrently.
- Adaptability and flexibility to anticipate and respond to the needs of a fast-paced working environment.
- Ability to foster and maintain trusting and dependable working relationships.
- Ability to take initiative and work independently on individual assigned tasks, as well as ability to work in a team environment.
- Demonstrated attention to detail and the ability to work quickly while maintaining a high degree of quality and accuracy.
- Microsoft Proficiency in Outlook, Excel and Word and experience with Quickbooks Online accounting software is preferable.

**Application instructions**

We thank everyone who applies for their interest, but only applicants selected for an interview will be contacted. No phone calls, please.

**Salary**: $18.44-$29.01 per hour

**Benefits**:

- Dental care
- Paid time off

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Edmonton, AB T5J 1P7: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)

**Language**:

- Mandarin (preferred)

Shift availability:

- Day Shift (preferred)

Work Location: In person