We are seeking an Office Manager/Executive Assistant.
Description:
Responsible for creating a welcoming environment for incoming calls and office guests, performing a wide variety of clerical office duties, and supporting Executive team and Finance Department.
Responsibilities
- Answer, screen and direct incoming telephone calls.
- Greet customers and visitors and direct them to appropriate contact within the company.
- Receive and distribute incoming mail, handle outgoing mail and packages.
- Maintain kitchen and office supplies and coordinate equipment maintenance.
- Keep reception area, kitchen, and conference rooms neat and organized.
- Serve as point of contact for all facility-related issues.
- Coordinate vendor relationships that affect office operations.
- Assist in the planning and preparation of meetings, conferences and conference telephone calls.
- Complete expense reports for executives.
- Prepare responses to correspondence containing routine inquiries.
- Prescreen calls for Executives.
- Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
- Assist with financial functions, including accounts payable, tracking fixed assets and various month-end close transactions.
- File and retrieve corporate documents, records, and reports.
- Photocopy and scan documents for executives and Finance Department, as required
- Assist in preparing invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
- Provide administrative support to the CEO and Finance Department.
- Assist with other projects as assigned.
Skills
- Ability to work independently.
- Exceptional customer-service and interpersonal skills.
- Professional personal presentation.
- Strong organizational skills.
- Able to deal confidently and effectively with a wide range of people.
- Ability to handle confidential information appropriately.
- Computer literate with MS Office skills. Must be comfortable working with spreadsheets.
- Exposure to accounting is an asset.
Experience
- 2 years of relevant professional experience.
