Senior Administrative Assistant

Canada·SurreyFull time - Salarysenior

Administrative AssistantAdministration & Office Support

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Quick Summary

Key Responsibilities

Travel Booking & Executive Support: Utilizing financial prudence, plan, recommend and secure complex travel arrangements for the entire company including flight, hotel and ground transportation.

Requirements Summary

Diploma or graduate degree in office administration is an asset

Technical Tools

Administrative AssistantAdministration & Office Support

Responsibilities

~1 min read

Utilizing financial prudence, plan, recommend and secure complex travel arrangements for the entire company including flight, hotel and ground transportation. This is performed in-house, without any external corporate travel support.
Prepare and submit detailed expense reports, including visa reconciliations
Undertake special projects and ad hoc responsibilities as assigned, in support of organizational priorities

Manage complex and constantly changing calendars
Coordinate virtual and in-person meetings, taking and maintaining accurate and comprehensive minutes, securing/coordinating venues and refreshments where required
Participate in meetings and learning events, engage in team initiatives and projects, and provide short-term support for colleagues

Manage various databases and records while maintaining strict confidentiality (e.g. maintaining corporate organizational charts)

Serve as a key point of contact for clients and internal stakeholders, coordinating correspondence, responding to inquiries, and supporting administrative processes

Maintain front of house (office/kitchen supplies, general equipment, maintenance and service coordination, upkeep of common spaces and supply cupboards, arranging couriers)
Participate in executing company events (i.e.. Holiday luncheon, winter gala, Board Meetings, small conferences and/or workshops etc.)
Participate as an active member of the on-site Occupational Health and Safety Committee

Requirements

~1 min read

5+ years’ experience providing increasingly complex administrative support, preferably in fast paced environment
Proficiency in MS Office, including word processing (Word), spreadsheets (Excel), presentations (Power Point), collaboration (Teams), Flowcharts (Visio)
Experience in securing travel arrangements is preferred

Exceptional interpersonal, written, and verbal communication skills
Strong critical thinking skills are imperative
Comfortable with routinely shifting demands
Excellent organizational and time management skills, with the ability to manage multiple tasks simultaneously with a meticulous level of attention to detail