Office Clerk and Administrative Assistant

Office Clerk and Administrative Assistant

Role Overview

The primary role of the Office Clerk and Administrative Assistant is to ensure the seamless operation of the office through a wide variety of clerical responsibilities and provide exceptional Administrative Assistant support to the Director of People and Culture as delegated.

Key Responsibilities:

• Calendar management and travel bookings for the Director of People and Culture (DPC) and others as may be needed.
• Preparing expense reimbursements for the DPC and other office purchases.
• Administrative coordination work for the DPC.
• Assisting with the planning and execution of office-wide and firm-wide events.
• Scheduling meetings and events as requested.
• Reception duties, including welcoming guests, answering the main telephone line, taking messages, and directing calls.
• Collecting, sorting, and distributing incoming mail and courier packages; sending (weekly) courier and mail to our other offices.
• Daily management of the Boardroom and Meeting Room, including, but not limited to:
  1. Setting up and cleaning up;
  2. Setting up and testing of AV for meetings, including MS Teams video conferencing and teleconferences;
  3. Liaising with the Office Manager for IT issues in the Vancouver boardroom.
• Ordering and set-up of all catering for meetings and in-office social events.
• Ordering, stocking, sorting and organization of supplies and managing inventory.
• Filing documents in the firm document management system.
• Maintaining general office tidiness, housekeeping office common areas and kitchen. Making coffee, refilling supplies, operating dishwasher, and cleaning up where needed.
• Updating the Office Administration Contact and Login sheets.

This position may be called upon to assist the Vancouver Management Team in the coordination and administrative duties related to:

• Vendors for office equipment and facilities repairs.
• Basic computer hardware set-up at the office.
• Equipment inventory record-keeping and item storage.   
• Information searching for office supplies, equipment, social events etc.
• Office Health and Safety tasks.
• Ad hoc office administration duties and position appropriate vacation/leave coverage duties (as per the DPC’s request), e.g. assisting with cheques scanning and/or bank deposits.
• Other position appropriate tasks as assigned.

 Additional responsibilities:

• Assisting with maintaining of the Vancouver office library and library materials, including liaising work on order requests and receipt of new library materials.
  
• Additional tasks, as assigned by the Director of People and Culture
  

Qualifications

Requirements:

• Administrative/business certificate or diploma or equivalent experience.
• 1-2 years administrative experience in a fast-paced working environment.
• Ability to organize and prioritize work independently.
• Self-motivated with strong sense of responsibility.
  
  

Assets:

• Exceptional organizational and teamwork skills.
• Excellent attention to detail and keyboarding accuracy.
• Strong communication and interpersonal skills
  
• Adept at using Microsoft Office programs.
• Knowledge of iManage Cloud or other document management program

The list of duties and responsibilities described above is not intended to be all-inclusive and may be expanded/modified from time to time as required by JFK.