Administrative Assistant/ Office Receptionist

Responsibilities

Manage reception switchboard; answer and direct incoming calls from internal and external sources

Greet clients and visitors

Provide polite, positive and courteous client service, both in person and over the phone

Process, sort and distribute incoming and outgoing courier packages and mail

Responsible for maintenance and cleanliness of office stationery supply rooms including stocking, organization and distribution of supplies

Maintain inventory and oversee the distribution of the firm's office supplies

Ensure board rooms are set up for client meetings and supplies put away when meetings conclude

Coordinate catering requirements, as necessary

Perform a variety of administrative and clerical activities

Review, modify and prepare general templates, letters, reports, PowerPoint presentations, Word documents, Excel workbooks and other correspondence materials; research, compile and summarize information/data, as applicable

Record minutes at various meetings and distribute or archive them accordingly

Update/maintain internal database

Manage and coordinate multiple calendars

Coordinate and schedule internal and external meetings, appointments and team social events

Coordinate travel arrangements and reservations

Contribute to the development of new ideas and approaches to improve work processes

Skills and Experience

Post-secondary education in administration is considered an asset

Administrative experience in a professional working environment is considered an asset

Excellent organizational and time management skills, with the ability to manage multiple tasks simultaneously