Administrative Assistant

Your role
As an Administrative Assistant you will provide comprehensive administrative support to the daily processes and business operations of our fast-paced organization. This is a 15-month contract position based in our Halifax office.

Your responsibilities 

• Ensure that visitors/clients are greeted and directed appropriately upon arrival, and adhere to office security procedures upon check-in.
• Maintain office appearance and cleanliness; provide assistance and support for Global Relay team members in daily operations including the cleaning and organizing of meeting rooms, and supply stations.
• Maintaining the cleanliness of kitchen area, including unloading and loading the dishwasher, cleaning the communal refrigerators, coffee machines and other appliances.
• Liaise with office janitorial and building maintenance for facility cleaning and repair.
• Manage office supplies and equipment, including supplies inventory, ordering and distribution; prepare and conduct invoice reconciliation on a monthly basis.
• Perform office tasks such as handling a high-volume telephone switchboard (+50 calls), calendar management, data entry, filing, generate reports and presentations and mail receipt & distribution.
• Perform administrative duties in Salesforce CRM software and other software systems such as data entry, client file updates, and ensuring data accuracy.
• Support various departments in coordinating meeting and training schedules, circulating agendas and training materials.
• Various job-related duties as projects arise, such as event management.

About you

• Minimum 5 years relevant office assistance or customer service experience.
• Ability to speak and write English fluently and possess excellent interpersonal and communication skills with excellent telephone etiquette.
• Strong knowledge of MS Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Exceptional time-management, organizational, and prioritizing skills with great attention to detail.
• Strong work ethic with a willingness to multi-task and be flexible to take on varied responsibilities.
• Ability to exercise tact and discretion, and can be entrusted with confidential information.
• Good judgment to proactively and independently solve problems and make decisions; timely escalations as appropriate.
• Goal oriented self-starter who can work independently and reliably with minimal supervision and has an appetite for continuous learning.
• Comfortable working under pressure in a fast-paced environment.
• A friendly, “can-do” attitude and customer focused approach that will enable you to deal with challenging situations with integrity, empathy and sincerity.

Working conditions:

• This role may require working on statutory holidays.