The Administrative Assistant is responsible for office management and administration in Confirmit’s Vancouver office. Additionally, this role plays a key support position for the President, Americas, the VP of Human Resources, and various teams within the organization.
Day-to-Day Activities :
Office Administration / Support :
First point of contact for internal and external clients, deliveries, and building issues
Order office / kitchen supplies and groceries / snacks, maintaining adequate inventory;
Oversee order and upkeep of office common areas (i.e., kitchen, main office, meeting rooms);
Manage office alarm system and address security issues with building management;
Maintain building management, vendor and administrative relationships;
Organize travel, meetings, special events, and required catering arrangements for Confirmit employees and clients as needed;
Coordinate local business licenses, annual returns, and insurance coverage;
Maintain local staff records and provide general assistance to employees;
Process incoming / outgoing mail and deliveries;
Manage distribution of information and maintain records;
Track, reconcile, and process payables / receivables including corporate credit cards and expense claims;
Assist with collections for overdue receivables as needed.
Coordinate facility work with building engineers and custodians;
Troubleshoot and maintain office furniture, equipment, etc., as needed;
Support for President, Americas :
Assemble and submit travel expense claims;
Provide assistance and support with special initiatives and activities while maintaining confidentiality;
Proficiency and finesse required with PowerPoint, Excel, and Salesforce.com to create, update, and maintain multiple presentations, charts, spreadsheets, and reports.
Human Resources Support :
Collect and review employment applications for qualifications;
Assist local hiring managers with interview scheduling;
Conduct staff onboarding / offboarding tasks as needed;
Act as first point of contact for local employment and health benefit inquiries;
Coordinate building access for existing employees, visitors and new hires;
Manage health and safety initiatives (AED training, emergency planning, building safety, etc.).
Overall Company Support :
Frequently, the Administrative Specialist will be called upon by other teams within Confirmit to assist with special projects, whether ongoing or ad hoc.