Administrative Assistant

Reporting Line: VP, IT service Delivery manager & Head of Adm

The Administrative Assistant will provide administrative support to the company, including mailroom operations, meetings and events, off-site document storage, procurement/office supplies and building access. This position requires a high level of organization, discretion, communication skills, work ethic and passion for supporting others.

Key Responsibilities and Duties

• Perform general administrative tasks including but not limited to answering phone calls & managing emails.
• Assist with day-to-day administration and facilities activities to include mailroom operations (ex. shipping, receiving, incoming and outgoing mail processing), coordinate facility maintenance calls as required & act as point of contact and admit visitors to the suite
• Assist with the planning and execution of company events and special projects.
• Coordinate meetings and events, including room bookings, catering, and A/V equipment setup.
• Act as primary mailroom contact as needed.
• Assist with off-site document storage, recalls, and destruction.
• Prepare incoming invoices for payment by the accounts payable team.
• Coordinate and manage office supplies and inventory, placing orders as necessary.
• Assist with access badge creation, delivery, management, and monitoring.
• Manage and distribute vehicle calendar and parking logistics.
• Maintain and update electronic and paper filing systems, ensuring proper organization and accessibility of documents.
• Perform data entry, document management, and record-keeping tasks as required.
• Handle confidential and sensitive information with discretion and professionalism.
• Assist with the preparation and distribution of internal and external communications and correspondence.
• Manage and maintain meeting room calendars, schedules, and appointments, ensuring efficient time management and organization.
• Serve as liaison to Regional Management Team, senior leaders, employees, and business partners; works interdepartmentally to assist with tasks and projects, as required.
• Provide support to other team members as needed, fostering a collaborative work environment.
• Provide back-up support to facilities and Executive Assistants on key tasks when absent.
• Perform other administrative tasks and special projects as assigned.

Required Qualifications and Skills <