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    Administrative Assistant - Ottawa, Canada - David Joseph & Company

    David Joseph & Company
    David Joseph & Company Ottawa, Canada

    3 days ago

    Default job background
    CDI
    Description

    Location: Full Time Onsite

    Salary: 50K Annually + Performance Bonus

    Reporting Line: Reports to the Director of Operations and the Director of Finance

    Our client is a leading IT Cyber Solutions integrator located in the National Capital Region. We are looking for a motivated, energetic, personable, and eager Administrative Assistant to join our dynamic team.

    As an Administrative Assistant, your primary role will be to support the Sales, Operations and Finance teams by assisting in a variety of tasks such as contracting, procurement, accounting, client and partner liaison, etc.

    Key Responsibilities:

    • Act as a central point of contact for internal and external stakeholders, answering inquiries and directing them to the appropriate person or department.
    • Assist the sales team with registration of deal opportunities and preparation of quotes.
    • Assist the Director of Finance with basic financial tasks, such as processing invoices and purchase orders, account reconciliations, accounting system conversion support, etc.
    • Support budgeting and forecasting processes by compiling data and generating reports as needed.
    • Preparation of various monthly reports (QUR, consumption, etc.)
    • Work closely with the proposals team to support RFP/RFQ responses.
    • Coordinate marketing events and workshops with partners and clients. This includes but is not limited to booking venues, coordinating food/refreshments, accommodations for partners/clients, coordinating with AV vendors, etc.
    • Office coordination with vendors such as building landlord, parking, mail couriers, phone/internet companies, etc.
    • Maintain accurate records and files, both electronic and hard copy. This includes rotating files after fiscal YE, organizing AR/AP files, coordination of shredding old files, etc.
    • Oversee office supplies inventory and procurement, ensuring adequate stock levels at all times.
    • Ensuring boardrooms, kitchen, and lounge areas are clean (filling/emptying dishwasher as needed, wiping down counters, etc.)
    • Support the Sales and Marketing teams with communication distribution, tracking and creating and sending marketing materials if required.
    • Other related tasks as required.
    • Ability to obtain a Canadian Federal Government security clearance – Top Secret Level preferred
    • Proven experience in an administrative role, preferably in a corporate environment.
    • Strong organizational skills with the ability to multitask and prioritize workload effectively.
    • Excellent communication and interpersonal skills, with the ability to interact professionally with individuals at all levels.
    • Proficiency in Microsoft Office suite and other relevant software applications.
    • Attention to detail and accuracy in all tasks.
    • Ability to maintain confidentiality and handle sensitive information with discretion.
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