Northland Propertiesis looking for a responsible Administrative Assistant whose main duties and responsibilities include providing full administrative support to three of our senior Executives - the Presidents of Northland Restaurants Group, Moxie's Bar and Grill, and Dencan (Denny's Canada), and calendar management for two others - the Presidents of Shark Club, and Chop Steakhouse & Bar.
The successful candidate should be a multi-tasker with excellent communication skills and an upbeat attitude. This dynamic position requires the ability to anticipate needs, take initiative, solve problems, and think creatively.
The Administrative Assistant should have the ability to effectively communicate via phone and email to ensure that the duties are completed accurately and delivered with high quality and in a timely manner.
This position will be located at our head office in Vancouver.
Primary Responsibilities :
Support the senior executives through the effective management of their Outlook calendars, maintaining them in current and accurate status.
Ability to manage multiple Outlook calendars.
Identify and communicate key priorities, deadlines, and deliverables to the Presidents and other members of the executive team, including internal and external correspondence and presentations.
Work closely with the senior executive team to provide administrative and logistical support, including booking travel, crafting communication, and managing conference agendas.
Manage internal guest feedback portal, including guest correspondence and phone calls.
Prepare expense reports and debit notes.
Maintain contact and email distribution lists.
Manage conference lines and boardroom schedules.
Compile sales analytics into spreadsheets with formula functions, and build sales graphs within data spreadsheets.
Perform general clerical duties to include but not limited to : photocopying, faxing, filing, mailing, and distributing mail.
Create and modify various documents using Microsoft Office.
Coordinate meeting arrangements and conference calls as needed or anticipated.
Coordinate travel arrangements as needed.
Prepare meeting materials and take minutes.
Consistently use sound judgment to recognize and handle confidential information in an ethical, professional, and discreet manner.
Perform all other related duties as assigned.
1 year of administrative support experience with increasing responsibility
Microsoft Word : Mail merging, embedding documents, formatting and printing, page setup, template building.
Microsoft Excel : Building spreadsheets from scratch, formulas functions, tables, formatting and conditional formatting.
Transferring Word documents to Excel, editing spreadsheets, printing from Excel.
Microsoft Power Point : Creating presentations. Preparing graphs, charts, custom slides and templates. Adding text, pictures, graphics, and spreadsheet tables.
Microsoft Outlook : Advanced calendar management, email communication, and contact management. Setting up tasks, follow-ups, notes, and reminders.
Time management, self-motivation, adaptability and decision making are soft skills inherent in the job.
Familiarity with basic Accounting principles : GL coding, budgets etc.
Previous experience in the hospitality industry.
Post-secondary education preferred.
Core Competencies :
Strong attention to detail and excellent organizational skills.
Must have the ability to multi-task in a fast paced and deadline driven environment.
Maintain professionalism and a positive service attitude at all times.
Must be proactive and able to work independently, as well as in collaboration with the other administrative assistants.
Must be able to work Monday to Friday, 8 : 30 am-5 : 30 pm, and be flexible if required.
Salary based on skills and experience.
Benefit package to include medical / dental, hotel and restaurant discounts.
Eligibility for our enhanced vacation program, RRSP and personal days.
Submission of resume does not guarantee an interview or an actual transfer. Qualified applicants areencouraged to apply, provided they meet the minimal requirements of the applicable skills required.
We thank all applicants for their interest in career opportunities with Northland Properties, however, only those applicants selected for an interview will receive a reply to their application.
ABSOLUTELY NO PHONE CALLS PLEASE