Office Administrative Assistant Needed

Job Summary

The ideal candidate will be responsible for providing administrative support to the Managing Director and office staff of DataOne Manufacturing Company. In addition, the successful candidate will be expected to be a team member and contributor to DataOne Manufacturing Company and objectives.

Key Responsibilities & Tasks

· Greet visitors and direct individuals to appropriate staff

· Conduct day to day administrative requests efficiently and in a timely manner

· Manage and coordinate Managing Director Microsoft Outlook calendar including booking meetings and appointments

· Consolidate and reconcile the Managing Director’s expense reports for submission

· Prepare agendas, minute taking and distributing meeting minutes

· Consolidate sales documents, customer questionnaires as required by the Director of Sales or delegate

· Manage calendar for boardroom bookings

· Coordinate Company townhalls, events, fundraising initiatives etc. including venues, catering, invitations, attendance tracking, etc.

· Participate in the onboarding process with HR & IT (phone, office space, supplies etc.)

· Order business cards, office stationery, coffee, and supplies

· Maintain phone lists and Microsoft Outlook distribution lists

· Prepare and proofread agendas, reports, memos on behalf of the management and staff

· Receive and distribute office mail

· Ensure all office common areas and meeting rooms are kept clean

· Maintain filing as required

· Book travel for management (flight, hotel, transportation etc.) in accordance with the Expense and Travel Policy

· Perform other duties outside their scope of work as assigned by the Managing Director or delegate

Qualifications & Requirements

• Self-motivated, with strong organizational skills and the ability to prioritize tasks in a fast-paced environment
• Minimum high school graduate or equivalent
• Strong analytical skills with high attention to detail
• Minimum 5 years’ office administrator experience
• Professional demeanor and the ability to handle sensitive information in a confidential manner
• Certificate in Business Administration is considered an asset
• Excellent customer service and interpersonal skills with the ability to communicate effectively both written and verbal
• Exceptional Microsoft Office application skills, including Excel and Word
• Ability to follow policies and procedures
• Ability to work under pressure and achieve deadlines
• Strong team player with the ability to build strong, collaborative relationships with all departments