Administrative Assistant

3 days ago

Dartmouth, Canada Fathom Studio Full time

As the organization’s first point of contact, the Administrative Assistant will be our customer service expert while managing all related administrative duties for the management team, and playing a key support role to every aspect of our professional service firm.

The Administrative Assistant must excel at executing many tasks at once with ease and professionalism to narrowing their attention to the details to ensure everything runs smoothly and efficiently.

The ideal employee is savvy with technology, provides pro-active administrative, calendar and information management support to management and the team.

The individual needs to be one step ahead of management and team, extremely organized with a high level of initiative and have the ability to work independently or in a team environment.

Demonstrated flexibility and adaptability to carry out ad hoc requests and projects to completion while upholding routine tasks.

Superior interpersonal and communication skills are pivotal to establishing and maintaining harmonious working relationships when dealing with different people, internally and externally.

Discretion and sound judgment in the handling of confidential information which includes a high degree of integrity and trust.

**Responsibilities**:
- Front desk duties to include, greeting visitors, room bookings, answering phones, hospitality to guest, managing all mail and deliveries.
- Overseeing office, kitchen and hardware supply inventories and restocking- Support the on and off boarding process of employees by ensuring work area is organized, equipment is ordered, security, and all documentation is completed.
- Ensure the cleanliness and organization of shared spaces, running and emptying the dishwasher, ensure supplies are fully stocked, washrooms, supply room and meeting spaces are organized and clean.
- Manage vendors; cleaning, security, evaluators, and supplies
- Maintaining and updating physical sample and digital resource libraries
- Bookkeeping duties; entering credit card receipts & accounts payable invoices, and receipt reconciliation.
- Overseeing the company vehicle by coordinating the staff usage schedule, managing service needs/appointments, cleaning, etc.
- Assist with managing the firm’s social media accounts and that team information on the company website is up to date.

**Requirements**:

- This 16-month full-time contract position is located in downtown Dartmouth. This is an in-office position only. The hours of work are 8:30 am to 5 pm, Monday to Friday._

**How to apply**:

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