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    Administrative Assistant - Ottawa, Canada - Randstad Canada

    Randstad Canada
    Randstad Canada Ottawa, Canada

    1 week ago

    Randstad Canada background
    Permanent
    Description
    Are you currently looking for a new opportunity in Ottawa as an Administrative Assistant?


    In partnership with the other stakeholders with whom the company does business, the administrative assistant provides administrative support to the company's management team, and ensures the smooth running of all offices.

    Advantages


    • 40h work week
    • Hybrid (rotating) position
    • Competitive salary (flexible based off experience)
    • group insurance
    • Pension plan
    • Free parking
    • 3 weeks vacation
    • Training provided
    Responsibilities
    Ensure the smooth running of administrative activities in the company's offices;

    • Take care of various matters, such as: radio licenses, lease renewals, parking space management, post office lockers, office equipment rental contracts, visitor card administration restricted area, courier and parcel services, (Fedex, Purolator, etc.) and customs administration if if applicable;
    • Draft, revise and translate correspondence, presentations, brochures, charts, reports and other related documents for various departments;
    • Open and distribute postal and electronic mail and other incoming documents, and coordinate the internal flow of information with other departments and/or business partners;
    • Establish and maintain manual and computerized filing systems, including archives, for various business areas;
    • Greet visitors and answer general telephone calls;
    • Organize business trips and make reservations for those concerned.
    Accounting support

    • Take charge of the expense reporting process;
    • Verify timesheets vs. software and prepare report for payroll department;
    • Complete some accounting files based on documents received (invoices, timesheets, payments, etc.);
    • Prepare payments (transfers, cheques, etc.);
    • Prepare and send invoices and receive payments;
    • Other nonrecurring tasks or replacing employees on vacation.
    Human Resources

    • Support human resources administrative activities;
    • Prepare hiring documents for new employees;
    • Update organization charts;
    • Prepare anniversary bulletins;
    • Maintain employee files and related databases;
    • Filing;
    • Produce various documents, lists and reports using Word, Excel or Powerpoint;
    • Logistics and organization of special events.
    Purchasing

    • Make purchases necessary for the smooth running of the company: parts, electrical and electronic equipment, office supplies, furnishings, buffet, coffee and other consumables, work clothing, promotional items;
    • Issue and follow up on purchase orders as required.
    Other

    • Comply with established rules and procedures (health and safety, 5S, etc.);
    • Be actively involved in the continuous improvement of the various processes in which he/she is involved;
    • Carry out any other tasks and responsibilities that may be requested by his/her immediate superior.
    Qualifications

    • Secretarial Degree;
    • Minimum 7 years experience in a similar position;
    • Strong bookkeeping/accounting skills;
    • Fluently bilingual;
    • Strong writing skills;
    • Strong translation skills (French/English);
    • Thoroughness and attention to detail;
    • Respect for deadlines;
    • Judgment and resourcefulness;
    • Good knowledge of the MS-Office suite;
    • Rigorous and methodical;
    • Ability to work on different files at the same time;
    • Excellent communication skills, courtesy and diplomacy;
    • Positive attitude.
    Summary
    Why Randstad?

    There are lots of great jobs, incredible companies, and great bosses.
    At Randstad, we are here to help you find the right combination for you.

    If interested in this position or know someone who would be a good fit. Please send your CV to or or


    Add us on LinkedIn:
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    For a complete list of all available jobs by division, visit

    good to know you

    Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada.

    As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees.

    In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.


    Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle.

    We ask that all job applications please identify any accommodation requirements by sending an email to to ensure their ability to fully participate in the interview process.

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