Administrative Assistant

Ordonez Group Inc. seeks an initiative-driven, motivated, and enthusiastic individual to join our team. We are hiring for the position of Administrative Assistant, a support role with opportunities to assist across the OGI family of businesses, and are looking for candidates with a strong sense of organization and professionalism to welcome to the corporation.

Administrative Assistant Job Description

• Provide administrative support to ensure efficient office operations.
• Work closely with other administrative staff and support colleagues as needed.
• Organize and schedule appointments with admin software.
• Liaise with executive and senior Administrative Assistants to handle requests and queries from senior managers.
• Manage calendars for senior staff, including making travel arrangements.
• Plan meetings and take detailed minutes.
• Coordinate logistics for meetings, including room setup and catering, and attend meetings to record detailed minutes.
• Answer phone calls and direct callers to appropriate personnel, schedule appointments, sign for incoming packages, and assist clients and other visitors.
• Act as the point of contact for internal and external clients.
• Maintain contact lists.
• Respond to emails and other digital queries and correspondence.
• Write and distribute emails, correspondence memos, letters, faxes, and forms
• Use word processing and presentation software to draft and edit letters, reports, and other documents.
• Research as requested and compile and summarize information for reports or presentations.
• Develop and maintain physical and digital filing systems.
• Input and update information in databases and spreadsheets.
• Update and maintain office policies and procedures.
• Order office supplies and research new deals and suppliers.
• Track and reconcile expenses and prepare expense reports for approval.
• Operate and maintain office equipment, including printers, copiers, and fax machines.
• Work with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand.
• Work with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
• Ensure that deadlines are met and adapt to changing priorities.
• Assist with or lead certain special projects, as assigned by the executive, coordinating with other departments, overseeing timelines, and ensuring deliverables are met thoroughly and efficiently.
• Present a positive and professional image for the organization.
• Other tasks as assigned by supervisor.

Requirements and skills

• Proven experience as an Administrative Assistant, Virtual Assistant or Office Admin Assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular), Quickbooks and other standard administrative programs
• Data management and entry skills, including the ability to maintain and improve filing systems
• Excellent time management skills and the ability to prioritize work, and navigate multiple deadlines
• Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette, and the ability to diffuse tense situations
• Ability to work well independently and in collaboration with others
• Ability to handle sensitive information with a high degree of confidentiality and discretion.
• Event planning and coordination
• A proactive approach to problem-solving and process improvement
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• Digital literacy and research skills, including the ability to analyze the reliability of information
• Supply management and inventory control
• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus

Job Type: Full-time

Salary: $20.00-$25.00 per hour

Expected hours: 40 – 44 per week

Benefits:

• On-site parking
• Store discount

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Every Weekend
• Monday to Friday
• Weekends as needed

Supplemental pay types:

• Overtime pay

Education:

• Secondary School (required)

Experience:

• Customer service: 1 year (preferred)
• Administrative experience: 1 year (preferred)

Language:

• Spanish (preferred)

Ability to Commute:

• Leamington, ON (required)

Ability to Relocate:

• Leamington, ON: Relocate before starting work (required)

Work Location: In person