Admin Assistant

**Responsibilities**:_
- Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
- Organize and schedule meetings and appointments
- Partner with HR to maintain office policies as necessary and manage vacation/sick day trackers for all management staff
- Organize office operations and procedures
- Oversee the IT 3rd party contract and ensure all office equipment is available for new and existing employees
- Manage relationships with office vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time and on budget
- Manage contract and price negotiations with office vendors, service providers, and office lease
- Provide general support to visitors, we are a hospitality based company with a lot of in office tastings.
- Responsible for creating PowerPoint presentations to support company President and Executive team
- Manage CEOs schedules, calendars, and appointments
- Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored
- Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval, and staff transfers
- Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems
- Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
- Ensure that results are measured against standards, while making necessary changes along the way
- Allocate tasks and assignments to subordinates and monitor their performance
- Assign and monitor clerical, administrative, and secretarial responsibilities and tasks among office staff
- Perform review and analysis of special projects and keep the Executive Team properly informed
- Determine current trends and provide a review to management to act on
- Responsible for recruiting staff for the office and providing orientation and training to all new office employees
- Ensure top performance of office staff by providing them adequate coaching and guidance
- Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals, and reviewing of industry publications
- Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise
- Participate actively in the planning and execution of company events
- Coordinate office staff activities to ensure maximum efficiency
- Evaluate and manage office staff performance
- Organize orientation and training of new staff members
- Coach, mentor, and discipline office staff
- Design and implement filing systems and ensure they are maintained and current
- Establish and monitor procedures for record-keeping
- Ensure security, integrity, and confidentiality of data
- Design and implement and oversee adherence to office policies and procedures
- Analyze and monitor internal processes.
- Implement procedural and policy changes to improve operational efficiency
- Monitor and maintain office supplies inventory based on set budget
- Review and approve office supply acquisitions
- Handle customer inquiries and complaints in collaboration with other departments
- Manage internal staff relations
- Maintain a safe, secure, and pleasant work environment
- **Requirements**_
- Proven office management, administrative, or assistant experience
- Knowledge of office management responsibilities, systems, and procedures
- Excellent time management skills and ability to multitask and prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Knowledge of accounting, data, and administrative management practices and procedures
- Knowledge of clerical practices and procedures
- Knowledge of human resources management practices and procedures
- Knowledge of business and management principles
- Previous management of lease and utility agreements is a must
- Computer skills and knowledge of office software packages
- Advanced Microsoft skills, particularly with word and Power Point
- Excellent English proficiency is a must
- Good command of other foreign languages is welcomed

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

**Benefits**:

- Company events
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care

Schedule:

- Day shift
- Monday to Friday

Work Location: In person