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QUALIFICATIONS, SKILLS & BENEFITS
Experience
- Previous experience in office administration, reception, or event coordination preferred.
- Strong organizational and multitasking skills with attention to detail.
- Excellent verbal and written communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn new software.
- Professional and courteous demeanor when interacting with staff, visitors, and vendors.
Benefits
- Paid time off
- Vision care
- Dental care
- Employee assistance program
- Extended health care
- Wellness program
KEY RESPONSIBILITIES
Reception
- Answer incoming calls and direct callers to the appropriate team members.
- Greet and provide a welcoming experience for all guests visiting the office.
- Maintain an up-to-date staff directory.
- Operate the phone system, including team support and holiday voicemail messages.
- Accept and process incoming deliveries.
General Office Administration
- Prepare interoffice communications and perform clerical and administrative duties to support team members.
- Track office supply inventory and distribute supplies as required.
- Assist with electronic document filing and maintain organized digital records.
- Work with Finance to maintain an accurate list of staff driver’s licenses, updating biannually.
- Ensure cleanliness and organization of office spaces and common areas.
- Track and manage office subscriptions.
Event Coordination
- Coordinate all staff-related meetings and events, including attendance tracking.
- Create and distribute itineraries for mandatory meetings.
- Support the Sales team with event coordination, including accommodations and admission requirements.
- Arrange accommodations, conference rooms, meals, and other logistics; ensure menu approval and consider dietary restrictions.
- Establish and maintain relationships with venues and vendors, negotiating discounts where possible.
- Create event budget proposals based on staff suggestions and track actual costs for staff meetings, sales accommodations, and other events.
- Maintain an up-to-date event database, including contacts, event tracking, and budget documents.
Work Environment
- Competitive salary
- Comprehensive benefits package i.e., dental, vision, extended health, wellness program, and EAP.
- Paid time off and company-covered travel expenses.
- Regular team-building events and a supportive, inclusive company culture.
- Opportunities for continuous learning, innovation, and career growth in a diverse and mission-driven team