Job Summary:
We are seeking a highly organized and proactive Office Administrator to provide administrative support to the CEO and ensure the smooth operation of our office. The successful candidate will be a detail-oriented and efficient professional with excellent communication skills, able to manage multiple tasks and prioritize effectively in a fast-paced environment. This role is crucial in facilitating day-to-day office operations, handling correspondence, managing schedules, and assisting with various executive tasks.
Key Responsibilities:
1. Administrative Support: Provide comprehensive administrative support to the CEO, including managing Outlook calendar, scheduling appointments, and organizing meetings. Support HR and the Payroll Administrator in Onboarding and Orientation of new-hires.
2. Communication Management: Handle incoming calls, emails, and other correspondence, as well as maintain memberships in Canadian organizations on behalf of the CEO.
3. Document Management: Prepare, edit, and proofread reports, presentations, and other documents for the CEO, ensuring accuracy and professionalism.
4. Office Coordination: Oversee office supplies, maintain inventory, and manage office equipment, ensuring the office runs smoothly and efficiently.
5. Meeting and Event Coordination: Organize internal and external meetings, events, and conferences, including logistical arrangements such as travel, accommodations, and meeting agendas.
6. Record Keeping: Maintain organized filing systems, both physical and digital, and ensure confidential information is handled appropriately.
7. Travel and Expense Management: Coordinate travel arrangements, including booking flights, hotels, and transportation. Manage CEO’s expense reports and ensure timely submission.
8. Project Assistance: Support the CEO with various ad-hoc projects and tasks, helping to ensure timely completion of important initiatives.
9. Office Environment Maintenance: Ensure the office environment is well-maintained, including cleanliness, organization, and readiness for business operations.
10. Brand Representation: Uphold the company’s mission and values, reflecting a positive image of FRS Clipper through every interaction.
Qualifications and Skills Required:
11. Certificate or equivalent work experience in administration, business, or related field.
12. Proven experience in an office administration or executive support role.
13. Excellent organizational and multitasking skills with an ability to manage competing priorities.
14. Strong written, verbal, and interpersonal communication skills.
15. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
16. Ability to handle sensitive and confidential information with discretion.
17. Strong problem-solving skills and attention to detail.
18. Self-motivated, proactive, and able to work independently.
19. Excellent time management and organizational abilities.
20. A positive attitude with a customer-centric mindset.
21. Ability to travel to Seattle, WA, USA on occasion.
Working Conditions:
22. Full-time; 30 hours/weekHere
23. In Office 4 x days
24. Occasional work from home
25. Occasional travel to Seattle office
Compensation: $30/hour
Benefits:
26. Extended Health Care Insurance
27. Dental Care
28. Life, AD&D, Disability Insurance
29. Employee Family Assistance Program
30. RRSP Participation & Employer Match
31. Paid Vacation & Sick Leave