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 |