Admin Assitant

**Administrative Assistant/Office Manager**

**Responsibilities**:
**Executive Support (40%)**
- Organize and coordinate daily calendar - scheduling appointments, coordinating logistics for meetings, handling any special events/requests, etc.
- Arrange and assist with local and international travel (cabs, flights, visas, hotel bookings, etc).
- Track executives expenses and prepare expense reports for reimbursement and billing.
- Draft individualized correspondence, presentations and other documents as requested by the executives.
- Assist in recording, transcribing, and distributing notes/minutes of meetings and following up on any action items.
- Receive and triage incoming written communications to appropriate staff and facilitate response or action to be carried through as needed. - Look for ways to improve and evolve operational efficiency of systems and

processes impacting staff and day to day office operations.
- Exhibit a willingness to handle personal business, such as running errands.
- Exhibit a high degree of discretion and confidentiality.

**Office Management (60%)**
- Set up the office for daily operations. Monitor office machines and systems, and problem-solve issues as needed (including copiers, phones, internet, conference room equipment and room scheduling). Serve as the key point of contact for main office vendors, such as maintenance, mailing, supplies, equipment repair, etc.
- Maintain responsibility for general office upkeep and “look and feel.” This includes supervising the cleaning crew and keeping the overall office clean and functional.
- Monitor and maintain inventory of necessary office and pantry supplies; order as needed to keep basic supplies stocked, and to fulfil special requests from staff.
- Receive, interact, liaise with clients, staff, other business personnel/executives. Extend hospitality by ordering and serving beverages/food as appropriate to both clients as well as company executives.
- Reconcile invoices and fill out payments request with proper coding; assisting with documentation and GST filing.
- Maintain paper and electronic records and define processes and procedures for their retention, protection, retrieval, transfer and/or disposal.
- Manage and assist with basic accounts like petty cash and any statutory company filings and/or documentation.
- Support functional areas and other members of the organization’s team with special projects as needed. May include projects in Finance, Operations, Sales, Marketing, etc.

**Key Skills/Requirements**:

- A self-starter with a high degree of energy and careful attention to detail. Strong sense of initiative and a process-improvement mindset.
- Highly flexible, creative problem solver, with a strong ability to multi-task.
- Excellent oral and written communication skills. Strong interpersonal skills.
- Execute and exhibit good judgment. High level of professionalism and discretion.
- Superb organizational and time-management skills.
- Excellent computer skills; proficient or advanced skill in Microsoft Suite (Word, Excel, PowerPoint, and Outlook) and experience with data management.
- A demonstrated ability to plan effectively, but the flexibility to handle the unexpected.
- High tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities and to prioritize own work on multiple

projects.