Front Office Management - Ladysmith, Canada - Local One Construction

Description

• Organize meeting agendas and schedule with the team
• Create spreadsheets for data entry
• Organize office supplies and order from online vendors
• Manage social media platforms (Facebook, Twitter)
• Manage office equipment & supplies and maintain inventory in the office
• Prepare reports as needed by the CFO & CEO (budgeting)
• Assist in the preparation of annual budget for the company (budgeting)

• High school diploma or equivalent required; Bachelor's degree preferred. College degree preferred.
• Bachelor's degree in business administration, communications, or a related field
• 1+ years of experience in an executive assistant role or related administrative role
• Strong knowledge of software tools including Microsoft Suite (Outlook, Word, Excel, PowerPoint) Visio and Adobe
• Knowledgeable in operating office equipment

• Meticulous records maintenance skills
• Strong work ethic with the ability to handle stressful situations while maintaining composure
• Excellent interpersonal skills and a customerfocused approach
• High degree of professionalism with the ability to maintain privileged and confidential information
• Effective written and verbal skills to communicate with all levels of the organization
• Ability to take initiative, recognize opportunities, make improvements, implement solutions, and oversee processes
• Exceptional timemanagement and organizational/prioritizing skills with great attention to detail
• Good judgement to proactively and independently solve problems

• Manage the CEO's schedule and coordinate appointments, travel arrangements etc.
• Oversee all incoming and outgoing communications and confidential calendar management for the CEO
• Support executive team and Advisory Board with scheduling, travel arrangements, expense management, reporting, meeting planning, action item follow up and administrative tasks
• Prepare internal communications such as reports, presentations, and other documents as requested
• Attend meetings with the executive, take minutes, and follow up on action items
• Assist with Corporate document signatures and filings/liaises with legal counsel
• Assist in the coordination and execution of meetings and special events, including room reservations, catering, technical support, etc.
• Acts as Corporate Secretary for Advisory Board including preparing meetings, booking travel and meeting venues, ensuring board governance and taking and distributing highly confidential Minutes
• Assist with the preparation of presentations and marketing materials for prospective clients
• Create and maintain client databases and mail lists
• Provide effective administrative support and assist with special projects as needed

• Dental care

• French not required

• Monday to Friday

• Ladysmith, BC: reliably commute or plan to relocate before starting work (required)

• Secondary School (preferred)

• Administrative experience: 2 years (preferred)

• Day Shift (preferred)