Administrative Assistant

Job Description

The Administrative Assistant is responsible for providing comprehensive administrative support. This role requires discretion, independent judgment, and the ability to manage sensitive information. Additionally, the role has Receptionist duties, serving as the first point of contact for visitors, ensuring professional and efficient front-desk operations.

Responsibilities:

Administrative Support:

Member of the Administrative Services Group (ASG)

Process and enter expense reports for executives as needed

Create, maintain, and manage internal records and filing systems

Handle confidential and sensitive information with discretion

Coordinate office supplies, and vendor communications

Assist team members with administrative tasks as needed

Perform data entry with accuracy and attention to detail

Assists with various stages of the visa application process, including gathering information, completing forms, preparing documents, and scheduling appointments

Input business card information for executives as needed

Locate flights and approvals for expense reports

Book flights and hotel accommodations

Schedule Meetings and manage calendars

Maintain Weekly Plastics Report

Demonstrate excellent time management skills

Thrive in a fast-paced work environment

Adapt quickly to meet changing needs and priorities

Coordinate lunch and dinner reservations as needed

Receptionist Duties:

Serve as the first point of contact for visitors, greeting them professionally and directing them accordingly.

Answer, screen, and redirect incoming phone calls.

Screen and redirect incoming faxes.

Ensure the reception area and conference rooms are maintained, tidy, and fully stocked with supplies.

Process and distribute mail, packages, and courier deliveries.

Maintain office security by issuing visitor badges and monitoring access.

Coordinate food orders for meetings and corporate functions.

Maintain Conference room calendars daily and scheduling

Process business card orders and manage distribution.

Provide a snack tray for executive-only external meetings.

Order flowers as needed.

Impak – Submit tickets for cold/hot in office.

Order office supplies and maintain supply area.

Log-in packages for FedEx, UPS and DHL, notify employees of package arrival.

Requirements

Minimum of 2 years of experience in an administrative or receptionist role, preferably in a corporate business setting.

Proficiency in Microsoft Office Suite (PowerPoint, Word, Excel, Outlook, Teams) and internet-based applications.

Strong attention to detail, accuracy, and organizational skills.

Excellent verbal and written communication abilities.

Ability to build relationships with staff, executives, and external partners.

Capable of handling confidential information with discretion.

Ability to multi-task, prioritize, and work in a fast-paced environment.

Experience with expense reporting software (Chrome River) and data entry is a plus.

Full-time