Administrative Assistant

Job Description

<p>This role provides day-to-day administrative and operational support to a busy office environment. Responsibilities include managing couriers and mail, maintaining kitchen and office supplies, supporting meetings and executives, and assisting with general administrative functions across departments.</p><p><br></p><p>Please note that this role is based full-time onsite in-office (no remote work options). Standard hours are Monday to Friday from 8:30am-5pm. </p><p><br></p><p><b>Key Responsibilities include (not limited to):</b></p><p><br></p><p><b>Administrative & Meeting Support</b></p><ul><li>Order and coordinate catering, coffee, and lunches for meetings</li><li>Greet visitors and provide refreshments</li><li>Set up, manage, and clean boardrooms for meetings (in-person and virtual)</li><li>Schedule meetings, send calendar invites, and book meeting rooms</li></ul><p><br></p><p><b>Courier & Mail Coordination</b></p><ul><li>Receive and process courier requests; arrange and track shipments as needed</li><li>Prepare waybills and confirm courier details with internal teams</li><li>Collect, sort, date-stamp, and distribute incoming mail</li><li>Manage high volumes of invoices, statements, and tax documents</li><li>Handle sensitive and confidential mail in accordance with established procedures</li></ul><p><br></p><p><b>Office & Kitchen Support</b></p><ul><li>Restock and organize kitchen supplies on a daily basis</li><li>Order kitchen and office supplies weekly and manage deliveries</li><li>Maintain executive kitchen supplies as needed</li></ul><p><br></p><p><b>General Administrative Duties</b></p><ul><li>Prepare purchase orders and invoices for approval</li><li>Assist with document management and filing (including shared digital platforms)</li><li>Provide administrative support to other departments as required</li><li>Act as backup reception coverage when needed</li><li>Support special projects, seasonal initiatives, and other duties as assigned</li></ul><p><br></p><p><b>Qualifications & Skills:</b></p><ul><li>Previous experience in an office environment - clerical or administrative assistant experience would be of benefit;</li><li>Excellent organizational skills with the ability to multi-task and prioritize work;</li><li>Ability to learn new roles and complete tasks with accuracy;</li><li>A "can do" attitude and willingness to step in and help whenever needed;</li><li>Must be able to prioritize effectively and seek out solutions as needed</li><li>Collaborative team player with strong interpersonal skills and the ability to coordinate and communicate with employees at various levels in the organization</li><li>Effective verbal, writing and listening communications skills</li><li>Proficiency with Microsoft applications (Microsoft Office, Word, Outlook, Excel, and Power Point)</li></ul><p><br></p><p>Please note that this posting is for an existing vacancy.</p>