Receptionist and Administrative Assistant

1. Admin Function:

• Coordinate and arrange meetings, prepare agendas, and prepare minutes of meetings to tight timetables.
• Manage diaries to schedule these meetings and other appointments.
• Book travel and make hotel arrangements as needed
• Assist in acquiring travel visas as needed
• Assist with creating, editing spreadsheets and presentations
• Assist with the production of Reference Guides and/or regularly scheduled reports
• Proofread documentation prepared by others.
• Other duties as assigned

Receptionist Function:

• Responsible for mail and courier including all arrangements for pick up (posting office and drop box), sorting, distribution, and outgoing mail
• Maintain office / kitchen supply inventory
• Liaise with office facility vendors
• Manage the info@aci and aci@aci
• Manage the reception@aci, forward voice messages to the right staff/department
• Kitchen organization and maintenance
  • Load/Empty Dishwasher each day
  • Set up Coffee Machine & Milk
  • Ensure kitchen is in neat and tidy order
• Maintain/Update Reception logs/lists:
  • Emergency evacuation lists and procedures
• Meet and greet guests
• Assist with Office events
• Order staff business cards
• Coordinate office facility maintenance
• Reservation of conference rooms
• Other duties as assigned

2. Skills and Abilities

• Minimum College diploma or DEC;
• Minimum of 5 years of proven administrative experience;
• High level of proficiency in MS Office
• Experience with travel and expense management software: Concur (an asset)
• Ability to exercise discretion and confidentiality; adept at handling sensitive documents and information
• Excellent time management skills and ability to prioritize work;
• Excellent written and verbal communication skills in English (French an asset);
• Self-starter able to work without close supervision
• Attention to detail and problem-solving skills;
• Strong organizational and planning skills;
• Establish and maintain positive working relationships with others both internally and externally;
• Ability to work under pressure and meet deadlines;
• High level of proficiency in MS Office (InDesign an asset)

3. Team Values

• Member focus
• Integrity
• Professionalism
• Teamwork