Office Administrator

PURPOSE

The Office Administrator will be responsible for the coordination of activities (operations and planning) and ensuring timely flow of information to and from various managers. S/he handles details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced professional environment. S/he will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources, and organize and maintain administrative processes is essential to this position. In addition s/he will be responsible for coordinating and preparing presentations and packets and most is able to work with and bring together cross-functional coordination between programs and departments. The ideal candidate will be dynamic, high-energy, organized, and able to support cross-functional coordination in a fast pace environment and possess excellent judgment. S/he will be required to be available during regular business hours, evenings and/or weekends, on occasion/as needed to provide support and assistance. This position will also be required to perform receptionist duties including scheduling meetings, ordering lunches, tracking office and kitchen supplies. Typical work hours will be 7:30AM to 4:30PM.

KEY RESPONSIBILITIES

• Promotes a culture of safety and exhibits such behaviors.

• Prepares, composes and initiates various documents, often confidential in nature, such as letters, correspondence, memoranda, reports, minutes, presentation materials and chooses the appropriate means of communications.

• Coordinates calendars and ensures effective coordination and scheduling of appointments, meetings and activities.

• Manage the daily schedules as needed, ensuring they know the schedule 24 hours in advance and keeping appointments and meetings on time or changing schedules when necessary

• Coordinate events as required, including staff functions, special events, conferences & workshops, etc.

• Process and maintain expense reports for various managers.

• Provides reports and data as required for various projects.

• Reconciles departmental invoices and prepares them for payment.

• Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events.

• Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.

• Handle confidential information in a professional and discreet manner.

• Ensure that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed.

• Action orientated with a demonstrated high level of integrity and trust. When handling confidential information.

• Extensive experience in administrative preparation of board presentations.

• Excellent written and verbal communication skills.

• Ability to stay focused, efficient, and effective in managing multiple priorities.

• Professional demeanour and ability to defuse emotional situations in a calm manner.

• Strong interpersonal skills and good judgment.

• Proven ability to work independently to achieve accomplishments.

• Ability to communicate effectively with all levels of employees and outside contacts.

RELATIONSHIPS WITH OTHER JOBS

• Act as first point of contact for office visitors (internal and external)
• Serve as primary liaison with building management regarding the maintenance of office facilities
• Proven ability to effectively collaborate with internal team, cross-functional team, and external parties in a rapidly growing environment.
• Anticipate the needs of the various managers and act accordingly

KNOWLEDGE, SKILLS & ABILITIES

Required Education:

Associates/Technical Degree

Additional Education Preferred:

Bachelor's/Undergraduate Degree

Required Work Experience:

Minimum 3 - 7 years or equivalent work-related experience supporting C-level Executives and experience working with Boards of Directors, necessary.

Travel Requirements

: < 5%

Additional Requirements

: Ability to provide after hour and flexible support.

Required Computer and Software Skills

: Highly proficient in the following software programs: (Word, /Excel/PowerPoint, databases),