Menu Close

Administrative Assistant

Job Summary

The Administrative Assistant, reporting to the Executive Assistant, will be the first point of contact for visitors and callers to our Corporate Head Office. This role will perform a variety of duties in support of company administration such as, operating the switchboard, processing mail, and monitoring reception. This role will also be responsible for a wide variety of administrative duties in support of the Executive Assistant, Executive Management Team (EMT) and other senior management

Location: Surrey, BC

Job Type: Full Time

Responsibilities

  • Perform all duties required while fostering a positive team environment that is focused on exceptional service for both internal and external clients.
  • Present a positive and professional image of the organization to all visitors, suppliers, telephone inquiries, and other interactions
  • Manage switchboard by screening incoming calls and forwarding to the appropriate departments, or taking messages when required
  • Help maintain workplace security by issuing, checking, and collecting badges, maintaining visitor logs and directing clients as needed.
  • Refer all inquiries to the appropriate individuals, divisions, or departments across the organization.
  • Administer and manage inbound/outbound mail and couriers including opening and distribution
  • Work with our IT department to maintain all office equipment such as copiers, printers, and postage machines
  • Ensure reception, meeting rooms, coffee stations and kitchen areas are maintained and kept in tidy and presentable manner and have all necessary supplies
  • Maintain the stationery supply room by keeping supplies stocked at the proper levels and the room neat and tidy
  • Complete Visas, personal expenses, receipts, and other coding as required
  • Retrieve and maintain documents from electronic and hard copy filing system
  • Provide direct administrative support to the Executive Assistant and the Executive Management Team (EMT).
  • Assist with travel arrangements, and reservations for senior management and executive management team.
  • Assist with the coordination of meetings, seminars, workshops, special projects, and staff events.
  • Prepare draft reports, background documentation, and research; in Word and Excel, as well as prepare presentations using PowerPoint, Adobe
  • Maintain confidential records when compiling information from a variety of sources.
  • Performing other related duties, as assigned

Skills & Abilities

  • Excellent written and verbal communication skills with all levels of the organization
  • Superior telephone manners and customer service skills
  • High standards of ethics and confidentiality to handle sensitive information
  • Ability to contribute positively to the team as well as the entire organization
  • Willingness to jump in to help other departments when needed
  • Knowledgeable and proficient use of computers (PC) and computer software programs (Microsoft Suite, including Word, Excel & Teams)
  • Ability to work independently and in cooperation with others
  • Ability to operate office related equipment
  • Strong time management and organizational skills
  • Strong attention to detail
  • Ability to work in a high paced environment
  • A forward thinker with strong problem-solving skills and the ability to think outside the box
  • Ability to adapt to an ever-changing environment
  • Ability to be flexible in terms of hours of work, as required
  • Marketing experience an asset

Education, Training & Experience

  • Grade twelve education and two to four years of recent related experience, or an equivalent combination of education, training, and experience
  • Administrative post-secondary training or Administrative Professional Certificate is considered an asset
  • Experience working with executive and senior management is considered an asset.

Apply Now

Please follow the steps below to upload your resume.

If you’re interested in joining our organization but don’t see an immediate opening, don’t be shy to send us your resume and cover letter anyway. We’d love to hear from you.

Thanks and good luck on the job hunt!

Please note that all applications are kept confidential.

reCAPTCHA is required.
View All Careers