Office Assistant

2 weeks ago

York, Canada Julie Charbonneau Design Inc. Full time

**JCD | Office Assistant**

This role is responsible for office support for the Julie Charbonneau Design office. Responsible for office reception duties, office management, executive team support, sample library organization and office upkeep.

**Reception Duties**:

- Answer all incoming calls for Julie Charbonneau office in a courteous and professional manner.
- Efficiently route calls and visitors to the appropriate person.
- Greet all visitors and guide visitors, guest and clients to appropriate waiting area for appointments or appropriate team members.
- Create an environment of comfort and hospitality for clients by greeting clients and offering beverages/coffee.
- Schedule Appointments: Manage and coordinate supplier and client appointments.
- Responsible for receiving, sorting and distributing incoming mail, packages and couriers. Conduct daily mailbox checks.

**Office Management, Support and Upkeep**:

- Prepare Meeting Spaces. Set up and clean meeting rooms before and after use.
- Assist During Meetings: Provide support as needed.
- Ensure all iPads and other presentation tools are updated and fully charged, ready for client meetings and presentations.
- Prepare Documents: Create and edit presentations, reports, and other documents.
- Prepare Meeting Spaces: Set up and clean meeting rooms before and after use.
- Assist During Meetings: Provide support as needed.
- Ensure all iPads and other presentation tools are updated and fully charged, ready for client meetings and presentations.
- Inspect client bathroom before meetings
- Daily Preparation: Organize the office opening each morning and check supplies.
- Maintain Cleanliness: Run dishwashers and tidy common areas.
- Assist with printer maintenance, paper and office supply replenishment.
- Co-ordinate Maintenance: Arrange for repairs and maintenance of office equipment and facilities.
- Sample library management:Maintain an organized sample library, of fabrics, wallpaper, stones ensuring they are readily available for sourcing.
- Inventory management: Manage fabric inventory and update inventory lists on an ongoing basis.
- Logistics: Coordinate sending and receiving couriers. Resolve customs hold-ups. Communication with broker.
- Vendor Co-ordination: Arranging sample drop offs, pick-ups, presentations. Follow up on shipments and deliveries.

**Executive Team Support**:

- Ensure executive kitchen is always tidy.
- Assist executive team with scheduling and personal tasks.
- Coordinate Meetings: Arrange and manage executive appointments.
- Organize Events: Assist in planning and organizing company events, lunches and functions.

**Qualifications**:

- Excellent interpersonal and communication skills - verbal, written.
- Exceptional attention to detail, excellent time management and problem-solving skills.
- Accustomed to work in a fast-paced, dynamic and deadline-oriented environment with the ability to manage priorities, adapt to changes, and learn quickly.
- Proficient in MS Office a must.
- Previous experience in an office assistant, receptionist or studio assistant role preferred.
- Certificate in office administration a plus.

Expected hours: 37.5 per week

**Benefits**:

- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- RRSP match
- Vision care

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday

Work Location: In person

Expected start date: 2025-01-13

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