Administrative Assistant
confirmit
Vancouver, BC
25d ago

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.
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