Executive Assistant/ Office Administrator

About Integro Building Systems

Integro Building Systems is a manufacturing and curtainwall company located in Woodbridge, ON. We supply uniquely designed unitized curtainwall in either complete packages or individualized services. Our in-house design-assist, engineering, manufacturing, and installation capabilities ensure maximum efficiency throughout the entire process. This is done while focusing on the client's needs as well as meeting the required performance and aesthetics.

Position Overview:
We are currently looking for an Executive Assistant/ Office Administrator to join our dynamic team on a _one (1) year contract basis to cover a maternity leave_. Reports directly to the Chief Financial Officer (CFO) and works closely with the President and management team.

The Executive Assistant/ Office Administrator is responsible for answering and directing incoming calls, courteously greeting guests, receiving, and recording documents and certain material deliveries, and maintaining a neat and professional look to the company’s main reception area. Duties and responsibilities include but are not limed to the following:
**Administrative Responsibilities **
- This role is supportive, where the incumbent acts as liaison by communicating with employees in all departments;
- Provide Reception duties and administrative support to all departments;
- Prepare correspondence and documents; and

**Education**
- Bachelor’s Degree or Diploma in Business Administration is preferred.

**Years of Experience**
- A minimum of 3 years of experience working as an Executive Assistant, receptionist and/ or administrative support.
- Experience in a human resources role, an asset

**Working Conditions**
- On site work environment involves some exposure to hazards or physical risks that require knowledge of adherences to basic safety procedures and precautions;
- Driving a vehicle at times for staff socials, or carrying out errands for the company; and
- Flexible to work overtime as required.

**Job Specific Duties**
- Administrative Duties_
- Responsible for answering telephone, screening, and directing calls immediately (relay messages efficiently);
- Greet and direct customers upon arrivaland monitor visitors’ access using Sign In/Out Log;
- Maintain security awareness;
- Receive and sort mail and deliveries;
- Schedule and track couriers (prepare transmittals if required) and obtain signatures, along with FedEx, Purolator, and UPS;
- Assist the Accounting Department in the handling of documentation related to invoices and packing slips;
- Collect receipts, sort, and reconcile visa statements and provide to Accounting;
- Sort through cheques and sign off that they have been mailed or picked up;
- Maintain calendar for boardroom and address any conflicts as they arise;
- Coordinate catering if required for boardroom set up for meetings upon notification;
- Maintain inventory and place orders for office items including stationary, lunchroom and marketing supplies;
- Maintain office equipment and inventory sheet outlining all equipment for the office with serial numbers, contact numbers, etc.;
- Maintain and update Staff Extension List and Emergency Contact details;
- Assist IT Manager with various tasks, including ordering company phones, IT equipment, etc;
- Ensure TV monitors are on upon arrival and off before leaving;
- Ensure all photocopiers and supplies are stocked in central locations;
- Ensure boardroom and lunchroom is always kept clean;
- Responsible for daily opening and closing procedures of the reception area;
- At times required to complete tasks for the Executive team; and
- General/administrative support under direction of the Human Resources and Executives.
- Human Resources/ Employee Relations Duties_
- Assist with updating HR/employee handbooks, company policies and procedures, manuals and forms;
- Assist the Human Resources Manager with company hiring needs;
- Assist the Human Resources with phone screening, reference checks and prepare employee contracts;
- Knowledge of employee benefits such as RRSP etc. Assist with setting up new employees on the Company benefits.
- Assist with onboarding, off-boarding and new hire orientations;
- Maintain exit interview data assessment of issues or turnover causes;
- Assist with gathering material and writing for future social media;
- Assist with organizing townhall meetings and staff social events;
- Other tasks assigned
- Providing equal opportunities to all individuals, employment and advancement decisions at Integro Building Systems are based on merit, qualifications, and ability. Integro does not discriminate in employment opportunities or practices because of race, colour, religion, sex, gender identity, gender expression, sexual orientation, place of origin, age, disability, family status or marital status, or any other ground as set out in the Human Rights Code._
- Integro is committed to providing accommodation, accessible formats and communication supports