KEY RESPONSIBILITIES of this role include, but are not limited to:
- Maintain a professional and welcoming reception service for internal and external personnel;
- Professionally and promptly answer phones, take messages, and redirect calls to appropriate person or voicemail;
- Organize and liaise with couriers regarding mail to be sent to and from office;
- Housekeeping – including tasks to ensure cleanliness, tidiness and sufficient stock levels for supplies in kitchen, general office, meeting rooms, copy, and supply rooms;
- General office organization;
- Book meeting/conference rooms and arrange catering when required, including organizing and planning the delivery of a weekly lunch and a monthly celebration with desserts for employees;
- Process daily mail – incoming and outgoing;
- Purchase office and kitchen supplies;
- Liaise with building maintenance when required;
- Make hotel and travel reservations when necessary;
- Safety Monitor for building emergency and safety drills;
- Main contact for parking validations;
- Physical file creation and set up (when needed);
- Document filing in physical folders (when needed);
- Conflict of Interest checks, when needed;
- General administrative assistance when required.
- Assist Firm Administrator in ad hoc and one-off tasks and projects.
- KEY COMPETENCIES:
- Comprehensive understanding of company policies, procedures and processes;
- Maintains confidentiality;
- Establishes and maintains interpersonal relationships and promotes a positive work environment;
- Methodical approach to work, with a strong focus on teamwork, organizational ability, communication, accuracy, and pride in the quality of work.
