Office Assistant (ID:3541)

The Client:

The client is a Big 5 Bank’s top advisory group with over 25 years of success working with a select group of high/ultra-high net worth clients. The group has an exceptional corporate culture that nurtures a close partnership between its professional team and encourages professional development while providing the highest level of commitment to excellence in client service.

Position Overview:

The ideal candidate will be a hard-working and professionally presented person, able to undertake a variety of office support tasks and work diligently under minimal direction. There is no task too big or too small for the ideal candidate, and they bring a positive and can-do attitude to all daily responsibilities. They will have a helpful nature and be willing to help out with anything that arises to support the efficient functioning of this busy and dynamic office. They will be comfortable working with a high degree of attention to detail and discretion, as well as incorporating new and effective ways to achieve better results.

What you will achieve in this role:

• Manage all office catering needs, including any daily staff requests, lunch orders and pick-ups, coffee break runs, etc.
• Sort and distribute communications/incoming mail promptly; take and distribute accurate telephone messages as a back up to reception
• Prepare outgoing mail for distribution; coordinate messenger and courier services
• Fax, scan and copy documents and maintain office filing and storage systems
• Monitor levels of office supplies and proactively handle shortages
• Resolve office-related technology malfunctions and respond to requests or issues; ensure office equipment is properly maintained and serviced either directly or through external vendors
• Coordinate with other departments to ensure compliance with established policies
• Maintain trusting relationships with suppliers, customers and colleagues
• Keep office area clean and tidy, including kitchen areas
• Support team members with any administrative items as necessary
• Research, pack, and wrap unique client gifts
• Provide personal assistance and administrative support for special projects to the Founder and Principal of the group and his family when required

What you must bring to this role:

• 10+ year’s clerical experience within an office environment
• Previous reception duties
• Access to a vehicle and driving as needed to complete specific tasks will, at times, be required
• Strong interpersonal and communication skills
• Excellent organization skills
• Effective time-management, planning, and prioritization skills
• Highly professional and friendly demeanour
• Ability to work well with minimal direction
• Proficient in Microsoft Office (Word, Excel, Outlook) and eager to learn and embrace new software and technologies

Only those who are qualified will be contacted