Administrator Associate – Entry Level

Administrator Associate – Entry Level

Requirements

• High school diploma required; diploma in Office Administration or related field is preferred, or equivalent experience.
• 1+ years of administrative experience in a fast-paced organization, adapting to challenging deadlines and priorities.
• Bilingualism in French/English is an asset.
• Detail-oriented with a strong work ethic, maintaining a high level of professionalism and discretion at all times.
• Strong communication skills (both verbal and written).
• Excellent time management and organizational skills.
• Ability to multi-task, adapt to challenging deadlines, and manage competing priorities.
• Ability to follow instructions and proactively approach project managers or others with questions and/or seek clarification.
• Strong computer skills, including Microsoft Office (SharePoint, OneDrive, Teams, Outlook, Word, Excel, PowerPoint), and Adobe.
• Ability to provide the highest level of customer service to both internal and external clients.
• Highly motivated and flexible individual who can work independently as well as in a team.

Responsibilities

• Support front desk responsibilities by promoting a professional and organized presence.
• Answer and direct incoming general inquiry phone calls, take messages, use voice mail technology (MS Teams).
• Greet and direct all visitors, and provide health and safety briefing.
• Maintain and set up desk spaces for employees and office visitors.
• Maintain orderly and clean appearance in the office.
• Order office supplies.
• Distribute incoming mail, handle outgoing mail, prepare for courier services.
• Provide general administrative support to staff.
• Organization of internal/external events, workshops, meetings (logistics, catering, etc.).
• Scheduling conference calls and/or web conference meetings (via MS Teams).
• Coordinating office maintenance requests with the property manager.
• Leading office-specific health and safety initiatives and being an active member of the OHS Committee.
• Supporting travel arrangements.
• Creating expense reports for Partners.
• Compiling reports pertaining to expenses, timesheets, and other operational reports as needed.
• Performing quality formatting of large complex reports, presentations, training materials, marketing materials, and proposals.
• Printing and/or scanning documents, archiving/filing records, as requested.
• Assisting with the tracking of sustainability reporting metrics.
• Assisting with computer applications, troubleshooting minor IT issues, and setting up video conferences for office meetings (via MS Teams and/or Zoom).
• Supporting internal corporate roles such as the Social Committee, Health & Safety, and Events.

Preferred Qualifications

• Bilingualism in French/English is an asset.