Job Details

Office Assistant- On Site- Filled and Closed

Our prestigious National Trade Association client requires a full-time Office Assistant to be their on-site support for their downtown Ottawa offices.

The successful candidate will play a key role in helping to ensure their office runs smoothly and team members are supported.

Duties & Responsibilities

  • Create a positive and welcoming environment for visitors.
  • Respond to requests for access to the national office floor from the building lobby.
  • Direct visitors to the relevant office/staff; maintain visitor logbook.
  • Mail associated duties which include collecting and distribute incoming mail, handling outgoing mail, and mailing machine administration.
  • Point of contact for office related concerns/repairs; liaise with Building Manager as required.
  • Coordinating courier services (Purolator/FedEx).
  • Oversee conference room schedules – avoid booking conflicts.
  • Responsible for photocopying and photocopier administration.
  • Assist Executive Office team & other departments with catering services for in-office events.
  • Assist with publishing updates to website and Member resource centre.
  • Assist with accounts payable functions (stamping and filing invoice approvals, communicating with suppliers, etc.).
  • Support the Finance Department with administrative tasks as required.
  • Assist with in-office IT related issues (copier, printer & video-conferencing plug-ins, etc.)
  • Formatting presentations and documents.
  • Assist with coordinating translation services through Megalexis.
  • Assist Member Services Coordinator with promotional material inventory, ordering, and distribution.
  • Contributing member of the Joint Worksite Health and Safety Committee; designated Fire Warden.
  • Other administrative duties as assigned.

Qualifications / Essential Skills, Knowledge and Experience

  • High school diploma with a minimum of three years’ experience in office administration/office setting.
  • Highly proficient with Microsoft Office productivity tools.
  • Strong interpersonal skills and values which facilitate successful performance in a team-based environment.
  • Ability to multi-task; take the initiative; be proactive; problem-solve; brainstorm; flexible.
  • High level of attention to detail.
  • Strong organizational skills.
  • Sound judgement and tact.
  • Ability to adapt to changing situations, new ideas and concepts.
  • Excellent verbal communication skills.
  • Strong writing skills.
  • Bilingualism (English/French) is an asset.

We thank all interest, but only those being considered for interview will be contacted.

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