Office Assistant

2 weeks ago

Vancouver, Canada Image Engine Design Full time

**POSITION PURPOSE**

The Office Assistant plays an integral role at Image Engine as they are the first welcoming point of contact for the studio. Alongside courteous and professional service for all of our clients, vendors and guests, they will also provide specialized, high-level administrative support to our Senior Management Team and Crew.

The Office Assistant will play a key role in the way we shape our company culture as the initial point person for general studio inquiries. Through their friendly customer service skills and positive attitude, the Office Assistant will build rapport with our employees and help maintain a positive, healthy work environment. They will have a part in the continuous improvement of Image Engine as they bring forth new ideas and solutions on how we can cultivate a rewarding work environment for all of our teams.

The role is expected to be dynamic due to the changing priorities that will come about based on changing production needs and will require flexibility and the ability to adapt to new processes that may be developed as a result of studio policy or legislative changes.

The Office Assistant should have excellent communication skills, a strong work ethic, and the ability to work independently and take direction to be successful in this role.

**DUTIES & RESPONSIBILITIES**

Hours of work: 8am - 4pm

Front Desk tasks:

- Opening and disarming our three physical studios daily
- Answering phones and transferring calls; taking messages as necessary
- Handling incoming and outgoing mail/courier packages
- Managing the communication and documentation of employee absences
- Assisting in preparing for client meetings
- Tidying kitchens and communal work areas; maintaining coffee station for artists; restocking

washrooms
- Coordinating maintenance of office equipment and pest control services; coordinating

communication with janitorial services and security
- Ordering and maintaining adequate inventory of office and kitchen supplies; communicating

with Facilities Manager when re-stocking is required

Employee related:

- Source and send life event acknowledgement gifts
- Research and present proposals for events and expenditures along with recommendations
- Plan and assist on the execution of various company meetings and events, for example:

- Two company-wide celebrations per year: Summer & Holiday parties
- Various team-building events, wrap parties, and lunches

Executive Assistant related:

- Assistance with benefits claims for the Senior Management team
- Compose correspondence/documentation for Senior Management team’s review
- Book business travel for our employees
- Membership renewals/subscription management

**EDUCATION AND EXPERIENCE**
- 1+ year administrative/office assistant experience
- Experience with Bamboo HRIS system an asset (for tracking employee absences)

**SKILLS AND ABILITIES**

**Technical skills**
- Intermediate level MS Office skills
- Database management skills

**Core skills**
- Ability to handle confidential information with discretion
- Excellent communication, organizational, and time management skills
- Ability to work both independently and as part of a team
- Fluent in English language

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