Administrative Assistant

Company Description
Vokes Leadership Group is a Canadian-based leadership and HR training, coaching, consulting, talent management, and applied research Practice in Industrial-Organizational Psychology. We specialize in the delivery of organization development, leadership and culture management, change consulting, and crisis response services to North American and European organizations from every sector -- corporate, government, and non-profit. As a social entrepreneurship venture, we are committed to advancing the ethical use of Social Power. We are based in Southwestern Ontario.

Role Description
We are seeking an Administrative Assistant (AA) to support our team with scheduling, proofreading, bookkeeping, accounting, and other administrative support as required for approximately 20 hours per week on a permanent basis.

Candidate Qualifications

• Degree or Diploma in Office Administration, Accounting, Human Resources or a related discipline is required.
• Working knowledge of Canadian bookkeeping and accounting methods and tasks is required.
• A minimum of 3 professional references are required.
• A Police Record Check is required.
• 2+ years of experience with a consulting firm or in a similar industry preferred.
• Strongly proficient in MS Office (Word, Excel, PowerPoint) and Google Apps.
• Strong grasp of working with PDFs in Adobe.
• Ability to maintain the strictest confidentiality around client information and intellectual property (IP).
• Excellent grasp of the English language and Canadian business communication etiquette.
• Skills required: Strong attention to detail, ability to follow instructions, adaptability, problem-solving, evaluation, critical thinking, collaboration, social orientation, service orientation, independence, active learning, innovativeness, writing, reading comprehension, oral communication, digital literacy, and numeracy.

Job Details

• CAD $ 25.00 – 26.50 (based on experience)
• Access to extended health and dental benefits + EAP after probationary period
• Work laptop (Windows) and phone (Android) will be provided
• Work from home + monthly travel to the office is required
• Flexible working hours is required
• Access to software like Zoom, MS Office, Adobe, and adware/malware protection will be provided
• Regular backups of data to hard drive required
• Evolving role: Opportunity for autonomy and self-directed work, support and task supervision/instruction will be provided, as well as the opportunity for direct interface with clients.

Role & Responsibilities (on-the-job training will be provided)

Scheduling & Client Communication

• Manage virtual calendars: schedule in-person and virtual meetings
• Communicate with clients via email, phone, and videoconferencing platforms
• Coordinate project logistics
• Coordinate information to respond to client inquiries

Accounting & Bookkeeping

• Bi-weekly payroll data entry
• Prepare, edit and proofread client estimates and invoices
• Regularly upload and categorize receipts in QuickBooks Online
• Maintain Accounts Receivable and Accounts Payable records

General Administration

• Prepare, key in, edit and proofread correspondence, presentation slides, brochures, publications, reports, and related material from dictation, recordings, and handwritten notes
• Record and prepare meeting notes and action items
• Order office supplies and maintain inventory
• Set up and maintain manual and computerized information filing systems
• Conduct internet searches as required
• Help employees with their administrative queries
• Arrange travel schedules and make reservations
• Send cards and thank you notes to clients on holidays and anniversaries
• Develop processes and procedures to improve standardization
• Assist with researching, implementing, and training on new software
• Perform other duties as assigned

Candidate Assessment Process

• Resume screening
• Reference checks
• Psychometric evaluation (Personality Questionnaire, test on General Ability, and test on attention to detail)
• Culture-fit/development assessment interview

Qualified applicants are invited to apply via Indeed or LinkedIn by the posting deadline. Due to the volume of applicants, only selected applicants will be contacted. We thank you for your application in advance.

Job Types: Part-time, Permanent

Salary: $25.00-$26.50 per hour

Expected hours: 20 – 25 per week

Benefits:

• Company events
• Dental care
• Employee assistance program
• Extended health care
• Flexible schedule
• Life insurance
• Vision care
• Work from home

Flexible Language Requirement:

• French not required

Schedule:

• Day shift
• Evening shift
• Morning shift
• On call
• Weekends as needed

Ability to commute/relocate:

• South Woodslee, ON N0R1V0: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (required)

Experience:

• Administrative experience: 1 year (required)

Language:

• English (required)

Work Location: Hybrid remote in South Woodslee, ON N0R1V0

Application deadline: 2024-04-01
Expected start date: 2024-04-15