Perks & Benefits:
- Reception
- Support front desk responsibilities by promoting a professional and organized presence
- Answer and direct incoming general inquiry phone calls, take messages, use voice mail technology (MS Teams)
- Greet and direct all visitors, and provide health and safety briefing
- Maintain and set up desk spaces for employees and office visitors
- Maintain orderly and clean appearance in the reception area, photocopy room, meeting rooms and kitchen, including ordering office supplies
- Distribute incoming mail, handle outgoing mail, prepare for courier services.
- If secret-cleared, receive and send documents under our security clearance
- Provide general administrative support to staff in Ottawa and other offices in Eastern Canada Administration
- Administration
- Assist with organization of internal/external events, workshops, meetings (logistics, catering, etc.)
- Schedule conference calls and/or web conference meetings (via MS Teams and/or Zoom)
- Coordinate office maintenance requests with property manager
- Lead office-specific health and safety initiatives and be an active member of OHS committee
- Support travel arrangements and/or re-direct travel arrangement requests to travel agent
- Create expense reports for Partners
- Compile reports pertaining to expenses, timesheets and other operational reports as needed on a weekly basis
- Perform quality formatting of large complex reports, presentations, training materials, marketing materials and proposals
- Print and/or scan documents, archive/file records, as requested
- Support the design and collation of electronic surveys (Survey Monkey and/or MS Forms)
- Track events of interest to the company and complete event registrations for staff
- Oversee the management of contacts, create and maintain mailing lists and campaigns in various platforms
- Assist with the tracking of sustainability reporting metrics
- Support internal corporate roles such as the Government of Canada Security Program as an Alternate Company Security Officer, Social Committee, Health & Safety and Events
- High school diploma, Diploma in Office Administration or related field is required
- 1-2 years of administrative experience in a fast-paced organization
- Ability to obtain security clearance for Government of Canada due to our Ottawa office needing facility security clearance and this role requiring the ability to provide support for the ERM’s Security Program.
- This role will include providing administrative support to operate the program including processing personnel clearances, managing files and documentation and supporting activities in to maintain the office’s security clearance status (e.g. coordinating audits). Training will be provided to support you in this role
- Bilingualism in French/English is an asset
- A detail-oriented individual with a strong work ethic while always maintaining a high level of professionalism and discretion
- Strong communication skills (both verbal and written)
- Excellent time management and organizational skills
- Excellent ability to multi-task, adapting to challenging deadlines and manage competing priorities
- Ability to follow instructions and proactively approach project managers or others with questions and/or to seek clarification
- Strong computer skills including Microsoft Office (SharePoint, OneDrive, Teams, Outlook, Word, Excel, PowerPoint), and Adobe
- Ability to provide the highest level of customer service to both internal and external clients
- Highly motivated and flexible individual who can work independently as well as in a team.
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