Our client, an international company is looking for an experienced administrator to provide assistance at their Vancouver office.
Who you are
You are a proactive, responsible, and discreet individual. You have excellent interpersonal and communicational skills that allow you to engage with staff at a variety of levels of responsibility, as well as various outside parties while maintaining confidentiality, professionalism, and diplomacy. You have strong organizational skills, can assess priorities, and manage a broad range of activities. We are looking for professionals with 5 years of experience that have strong administrative skills and display a positive can-do attitude.
The Role
The successful candidate will provide general administrative assistance and support to the office management and the CEO's office. This role is responsible for managing a wide variety of general administrative tasks, working with different departments, and providing support for different meetings and events. The highest degree of professionalism and discretion is required.
Estimated annual salary: $60,000
Where is it based?
Downtown Vancouver, BC (easily transit-accessible)
Responsibilities
Support the day-to-day operations of the office responding to requests from both internal and external clients.
Main back-up for all corporate receptionist and front office duties.
Conduct office walkarounds throughout the day checking on meeting rooms, café/kitchens, water, and coffee machines, and assist with loading and unloading dishwashers.
Responsible for maintaining an active list of catering suppliers and assisting admins with orders and facilitation as required.
Oversee all meeting rooms and equipment. Ensure rooms are clean, tidy and all technology and equipment are ready for use.
Coordinate and facilitate internal office moves to ensure timely communication with all stakeholders.
Manage office signage, graphics, artwork, and pictures.
Manage inventory of office furniture, carpet, ceiling tiles, etc. Work with vendors to ensure proper maintenance, manage repairs, and move as needed.
Manage and facilitate office maintenance schedule and communications. On-site contact for all contractors and oversee all work is completed safely with minimal disruption.
Manage all office storage, keep organized and maintain inventory of items in storage.
Assist with research and purchasing corporate promotional items as needed.
Support green and sustainable office initiatives.
Supports the Executive Office with administrative tasks.
Provide admin support to Senior Leaders and other admin assistants as required. Provide ad hoc vacation coverage for other departments.
Exercise judgment in responding to general inquiries and maintain confidentiality.
Responsible for accurate administration and reporting of company parking records.
Proactively supports all office-wide initiatives and charity events.
IT superuser and support change management and integration of new office technologies.
Assist with scanning and reducing paper and storage footprint.
Timely invoice processing and managing payments.
Coordinate complex travel and prepare detailed travel itineraries and documentation.
Maintain global travel agencies and hotel listings.
Responsible for global subscriptions portfolio including administration, maintaining accurate inventory, distribution lists, and expiry reports. Support owners in negotiating cost-effective and timely contract renewals within budget.
Research and gather information for a variety of tasks including team building, new travel apps, and technology improvements.
Compile expense reports.
Assist in updating corporate-controlled documents, managing timely reviews, and communicating updates.
Manage office-related KMI incident management reporting.
Assist with site security vulnerability analysis reporting and actions.
Being an active member of Vancouver Health & Safety Team Committee providing guidance and support on all office safety-related activities.
Responsible for monitoring government and WorkSafe-BC industry guidance and related communications.
Assist with implementing health and safety-related changes required in the office identified through inspections, observations, or changes to industry requirements.
Assist and support emergency response initiatives and training exercises.
Support corporate event planning and execution of annual and ad-hoc company events.
Responsible for organizing quarterly company social events.
Coordinate department team building and volunteer opportunities.
Must Haves
5+ years of experience at a senior administrator level
A University degree or college diploma is an asset
Experience with logistics and event organization
Intermediate to Advanced level user of the Microsoft Office 365 tools.
Agility in learning and adopting new technology.
Basic knowledge of health and safety or WorkSafe-BC industry guidance is an asset.
First Aid certification, experience in crisis management or emergency response an asset.
Strong administrative skills
Problem-solving skills with strong customer focus
A positive can-do attitude and ability to deal professionally with a variety of people
Is this you?
Please send resume to jobs@expertrecruiters.com or apply online @ https://expertrecruiters.secure.force.com/ExpertRecruiters with your resume and cover letter to the attention of Darcia Bower, Managing Director, if you have already met a member of our team and are interested in this opportunity please call or email us asap.
