Job Description
Are you an ambitious, outgoing individual who seeks extensive adventure in everything? Do you have a strong ability to organize and coordinate and foster professional relationships within organizations? We need You as our next Administrative Assistant!
Where does the Administrative Assistant fit in ?
As our next Administrative Assistant, you will be responsible for maintaining office services by organizing office operations and procedures; design filing systems; review and approve supply requisitions; assign and monitor clerical functions as well as support the HR department as needed. You will be the central hub of information for both internal and external stakeholders, relaying timely communication as directed.
What can you expect as our next Administrative Assistant?
Act as the key point of contact for timely communication at Axiom, managing both internal and external information (Internal Announcements, Answering Employee Inquiries, Communication to Suppliers, Etc.)
Answer all incoming calls to the front desk
Greet all incoming visitors and assist with their sign-in
Ensure that corporate branding is consistent in all areas and adheres to approved policies
Organize customer visits and tours as required
Schedule out meeting rooms and ensure it is equipped and presentable for meetings as required i.e., organize with IT department and custodian
Distribute all incoming mail, assist with preparation of outgoing mail when needed
Type, compose and edit letters, memos, forms, reports, record meeting minutes, e-mails and special projects,
Schedule reservations, airline/hotel/vehicle for personnel according to their preference
Maintain records and costs of all travel
Manage business relationship with vendors
Maintain inventory of all office supplies, ordering supplies when low
Supply petty cash to employees and provide receipts to Accounting department
Co-ordinate purchase of office furniture as required
Assist with maintaining alarm system and respond & rectify any alarm situation
Ensure any office maintenance/cleaning requirements are handled efficiently i.e. rug cleaning, pest control, etc. for smooth office operation
Monitor/Arrange landscape and snow removal activities
Ensure outside flags are maintained in good condition and proper protocol is followed for national events
Monitor, clean and maintain front office coffee system
Ensure compliance to IATF systems and procedures
Support in HR duties as requested, such as:
Assist with the co-ordination of corporate events
Assist in the preparation of the bi-weekly payroll and other payroll related activities
Assist in the recruitment process
Scan and file employee documents (training, etc.)
Draft offer letters
Assist with performance appraisals
Ensuring H&S training is completed by all new hires
Ensure timely replenishment of H&S supplies & liaising with vendor for replenishment
Assisting & organizing fire drills
Be a member of the JHSC managing meetings and recording minutes
Other duties as assigned
Are you our next Administrative Assistant?
Minimum 1 year's experience as a Receptionist/Admin Assistant or related field
Exceptional Interpersonal skills - oral and written communication skills
Excellent command of the English Language
Excellent telephone communication skills
Ability to communicate effectively with all staff levels from Executive team to Employee level
Self-starter |