Executive assistant Jobs in Mount Pearl, NL

Role

Reporting to the Regional Director, the Administrative Assistant is responsible for duties surrounding efficient operation of the office. The Administrative Assistant performs reception, clerical and administrative duties.  The Administrative Assistant is also responsible for providing support for other employees in the office.

Responsibilities

• Greet and welcome all clients and visitors
• Coordinate and obtain pertinent information of office visitors and inform appropriate personnel
• Assist with daily office maintenance (order office, kitchen, janitorial and shop supplies when needed, ensure cleanliness of kitchen and other common areas)
• Answer the phone and ensure appropriate distribution of calls
• Manage visitor sign-in sheet, keys for the building and calendar for common meeting space
• Prepare and modify professional documentation including correspondence, reports, drafts, memos and e-mails
• Sort and distribute incoming mail and faxes on daily basis. Send and receive courier packages as requested
• Regular maintenance of electronic and hard copy filing system. Ensure records are kept systematically and are easily accessible to other employees
• Navigate through Viewpoint to find reference points regarding external or internal requests for vendor invoices or purchase orders.
• Schedule and coordinate meetings, appointments, travel arrangements, and submitting expenses for managers.
• Record, compile, transcribe and distribute meeting minutes, when requested
• Communicate with various offices to ensure that information and events are relayed between all facilities
• Assist with planning and coordination of special events
• Onboard new employees, ensure all the appropriate paperwork is completed, involve IT to have their access and emails set up, and issue proper PPE if required
• Provide administrative support as needs arise to other departments

Requirements

Benefits