Administrative Assistant

Job Description

This role provides day-to-day administrative and operational support to a busy office environment. Responsibilities include managing couriers and mail, maintaining kitchen and office supplies, supporting meetings and executives, and assisting with general administrative functions across departments.

Please note that this role is based full-time onsite in-office (no remote work options). Standard hours are Monday to Friday from 8:30am-5pm.

Key Responsibilities include (not limited to):

Administrative & Meeting Support

• Order and coordinate catering, coffee, and lunches for meetings
• Greet visitors and provide refreshments
• Set up, manage, and clean boardrooms for meetings (in-person and virtual)
• Schedule meetings, send calendar invites, and book meeting rooms

Courier & Mail Coordination

• Receive and process courier requests; arrange and track shipments as needed
• Prepare waybills and confirm courier details with internal teams
• Collect, sort, date-stamp, and distribute incoming mail
• Manage high volumes of invoices, statements, and tax documents
• Handle sensitive and confidential mail in accordance with established procedures

Office & Kitchen Support

• Restock and organize kitchen supplies on a daily basis
• Order kitchen and office supplies weekly and manage deliveries
• Maintain executive kitchen supplies as needed

General Administrative Duties

• Prepare purchase orders and invoices for approval
• Assist with document management and filing (including shared digital platforms)
• Provide administrative support to other departments as required
• Act as backup reception coverage when needed
• Support special projects, seasonal initiatives, and other duties as assigned

Qualifications & Skills:

• Previous experience in an office environment - clerical or administrative assistant experience would be of benefit;
• Excellent organizational skills with the ability to multi-task and prioritize work;
• Ability to learn new roles and complete tasks with accuracy;
• A "can do" attitude and willingness to step in and help whenever needed;
• Must be able to prioritize effectively and seek out solutions as needed
• Collaborative team player with strong interpersonal skills and the ability to coordinate and communicate with employees at various levels in the organization
• Effective verbal, writing and listening communications skills
• Proficiency with Microsoft applications (Microsoft Office, Word, Outlook, Excel, and Power Point)

Please note that this posting is for an existing vacancy.