Description

• Ensures effective telephone and mail communications both internally and externally to maintain a professional image.
• Assists with items such as invoices, purchase orders, timesheets, and expense reports.
• Coordinates overall administrative activities in relation to Office Administration.
• Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangements, and housekeeping of office facilities.
• Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
• Ensures the maintenance of office equipment, including copier, postage meter, etc.
• Responsible for the facility's day-to-day operations (such as distributing building access keys and backup to security access cards.)
• Participates as needed in special projects.
• Schedules and coordinates meeting space and logistics for various meetings, including but not limited to: executive meetings, external visitors, and candidate visits/interviews.
• Coordinates and arranges travel itineraries and arrangements including, but not limited to, air and ground transportation, lodging, and other travel needs. Must be able to plan complex itineraries and expedites last-minute changes.
• Maintains and organizes files.
• May provide departmental reception services, receiving and directing visitors or calls.
• Proactively responds to various requests with expeditious action and a positive, consultative approach.
• Follows company safety and security procedures and determines appropriate action.  Reports potentially unsafe conditions and uses materials and equipment properly.
• Present, support, and lead-by-example with a safety and quality-oriented attitude.
• Attend work regularly and punctually, according to the established or expected schedule.
• Comply with the Employee Handbook, Code of Conduct, and Company Policies and Procedures.
• Employees are held accountable for all duties related to this position.

• High school/GED, required.
• 3 or more years of experience in office administration required.
• Bilingual French and English, spoken and written.
• Ability to work autonomously, requiring minimal supervision.
• Strong sense of initiative.
• Advanced skills in:
• Microsoft Office applications including Outlook, Teams, Word, Excel and PowerPoint.
• Reading, analyzing and interpreting general business information.
• Organization
• Good working knowledge of mail processes such as postage machine, FedEx and UPS.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Capacity to handle tight deadlines and last-minute changes, adapt quickly, anticipate needs, and problem-solve independently.
• Handles moderately complex issues and problems; and refers more complex issues to higher-level staff.
• Exercises discretion and maintains confidentiality.
• Thrives in a fast-paced, constantly evolving environment.
• Exhibits dependability and consistency.
• Possesses excellent oral and written communication skills.
• Functional competencies include accountability, prioritization, communication, collaboration, and attention to detail.

• Medical, Prescription, Dental and Vision effective date of hire
• Basic Life and Dependent Life
• Short- and Long-Term Disability
• RRSP with 6% company match
• 4 weeks Paid Time Off (PTO) and 10 Paid Holidays
• Tuition and Green Car reimbursement
• Volunteer and Charity Matching
• Paid Parental Leave and Paid Sabbatical Leave
• Employee Referral Bonus
• Employee Discounts and Wellness programs
• Wellness Reimbursement $680 CAD annually