Office Administrator/ Executive Assistant

Office Administrator/ Executive Assistant

Location Ottawa, ON
Start Date June 24, 2019
Security Clearance N/A
Duration Permanent
Date Posted June 10, 2019

Maplesoft Group is currently seeking an Office Administrator/Executive Assistant to join our team located in Ottawa, for a permanent role.

Your duties will include, but not be limited to, the following:

• Answer the phone and greet all outside clients and potential clients positively and professionally
• Provide a high-level of customer service and thorough understanding of the Service Excellence internally and externally
• Performing various duties related to Reception duties (servicing the reception area, answering telephone calls, screening and forwarding calls and messages, receiving visitors, administering incoming / outgoing mail.
• Supporting the office and senior management team including working with various internal and external groups to ensure all timelines are met, preparing documents, etc.
• Provide Admin. Support and back-up to the functions and preparation process within HR and Finance.
• Administering and coordinating all of the updates to internal tracking tools and systems in a timely fashion, including data entry in to the CRM
• Maintain birthday log/cards/gift cards for staff and sub-contractors
• Maintain phone list, supplies, control ordering and ordering of all office supplies
• Maintain Tyco/ADT Internal security system
• Monitoring email and phone system
• Scheduling meetings; Making travel arrangements
• Administering various Human Resources Files and benefits
• Telephone, IT, setting up desks for new employees, at times you are the liaison between the employee and the IT Dept.
• Tracking and following-up on internal and external correspondence in accordance with required timelines, including sending out and distribution of all mail and courier packages.
• Coordinate and distribute relevant Office, HR and Financial material.
• Creating and maintaining various lists and spreadsheets concerning office management, HR, expenses, budgets, etc.
• Receive and screen incoming telephone calls to the President, providing friendly professional greeting, taking messages as appropriate and eliciting necessary information to allow timely and accurate responses. Respond where appropriate.
• Remain aware of and update the President's schedules (both business and personal).
• Promptly screen and distribute incoming emails, responding where appropriate.
• Provide accurate word-processing support by composing and/or editing a variety of documents including confidential correspondence, memoranda, contracts and proposals.
• Assist with organizing meeting and/or special events including annual Christmas parties/cards, meetings, etc.  Arrange for catering, locations, distribution of information, gifts,   handouts and invitations with respect to events.
• Develop and maintain well organized filing system that permits easy reference and rapid retrieval of information.
• Undertake special organizational and research projects as required.
• Arrange travel, hotel and car reservations and prepare itinerary/travel packages for both corporate and personal travel or the President and his family members.
• Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress and making adjustments as necessary.
• Perform additional functions as directed or assumed including working for the other Board members of the Senior Management Team.
• Any other duties as assigned by Maplesoft’s President and CEO and Human Resources Manager and as assigned from time to time by all departments.

Personal Suitability

• 3-5 years experience in a similar role
• Ability to work in a fast paced environment
• Adaptable to changing prorities
• Valid Driver's license and vehicle is required
• Must be Fluently Bilingual

Maplesoft Group prides itself on its distinct corporate culture and recognizes that success is a direct reflection of our most valuable asset - our people.  Therefore, attitude and ambition are key personality traits we seek out, along with skill and aptitude, in potential employees.

We thank you for your interest in Maplesoft Group and wish to advise that only candidates under consideration will be contacted.

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