NOTE: This is a 5 day per week on site temporary rol PAY: $20.00 - $25.00 per hour The Administrative Assistant will support administrative initiatives for the company, including mailroom operations, meetings and events, off-site document storage, procurement/office supplies and building access. This position requires a high level of organization, discretion, communication skills, work ethic and passion for supporting others. |
| Key Responsibilities and Duties |
| Office Management: - Suggests and maintain Standard Operation Procedures and workflows that streamline internal functions like but not limited to parking logistics, IT Processes, and vendor invoicing.
- Maintain inventory and vendor relations for in-office resources such as kitchens, coffee machines, printers, and postage system. Ensure the consistent cleanliness, tidiness, and proper stocking of all common areas.
- Manage mailroom operations, including shipping, tracking, including US Mail and packages (FedEx, UPS).
- Manage office access levels with the badge system used.
- Maintain and update electronic and paper filing systems, ensuring proper organization and accessibility of documents for audit process.
- Serve as primary liaison for facilities issues and maintenance coordination, ensuring minimal disruption across departments.
- Support communications and internal correspondence, ghostwriting or drafting messages on behalf of leadership.
- Manage offsite storage accounts, including contracts renewals, access, and destruction protocols.
- Obtain, verify, and submit financial documentation for vendor payments, including international (Canadian) vendor coordination.
- Submit monthly invoices for Canadian and US facilities
Executive Assistance: - Can support one executive (SVP) and provides backup support for other executives during the executive assistant's absence.
- Handle confidential and sensitive information with discretion and professionalism, including contracts, executive schedules and HR documents.
- Manage complex calendars for multiple leaders across departments, including priority realignment and last-minute rescheduling
- Coordinate domestic and international travel arrangements ensuring compliance with company policies and individual preferences
- Submit and track monthly expenses and reimbursement for leadership, often under tight deadlines with high accuracy.
Events: - Assist with the planning and execution of company events and special projects including the processing of all required procurement and legal review by relevant teams.
- Coordinate logistics and day-of support for townhalls, conferences, office events, and cross functional meetings (Catering, room bookings, A/V)
Other responsibilities: - Train and onboard new administrative hires, creating detailed instructions and serving as mentor for office protocols and tools.
- Act as super-user and internal trainer for travel tool, providing travel system support across departments.
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| Required Qualifications and Skills |
| - High school diploma or equivalent required; bachelor’s degree in a related field preferred.
- 0-2 years of experience in an administrative assistant role or similar, in a fast-paced, dynamic environment, preferably within the financial services / insurance industry.
- Proven track record of effectively managing schedules, appointments, and meeting coordination.
- Experience with facilities management and office administration including filing, data entry, vendor management, invoicing, and inventory management.
- Excellent written and verbal communication skills, with the ability to effectively communicate with diverse audiences.
- Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and experience with office equipment (printers, scanners, etc.).
- Ability to work independently and collaboratively, demonstrating a proactive approach to problem-solving and decision-making.
- High attention to detail and accuracy, with the ability to manage multiple tasks simultaneously.
- Strong interpersonal skills, with the ability to develop and maintain positive working relationships.
- Ability to maintain confidentiality and handle sensitive information with discretion
- Looking for candidates that possess a basic awareness of Artificial Intelligence technologies and are enthusiastic about learning and integrating AI into everyday business processes.
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