Administrative Assistant

  • Category
    Office, clerical & administrative - Administrative Assistant
  • Job type
  • Location
    Ottawa, Ontario

Adecco is currently recruiting for an Administrative Assistant for a 3-Month contract with possibility of becoming a permanent role with our Client located in Ottawa, ON. 
The Administrative Assistant will have the following responsibilities:
• Update various contact databases with data provided by various members of staff (databases are maintained in CRM, Outlook and Access); 
• Update the Conference database with current information and follow up on key conference/meeting information as directed/required; 
• Maintain courier supplies; 
• Sort and coordinate incoming and outgoing mail, courier packages and shipping;
• Order and maintain office and kitchen supplies, ensuring the necessary supplies are on hand and within budget; 
• Maintain orderly, easily accessible supplies throughout office;
• Maintain overall office appearance;
• Problem-solve minor technical issues; report significant problems to telephone service provider and oversee repairs;
• Train new users as required; 
• Ensure directories are up to date and coordinated with web site information;
• Report problems to Building Management and outside contractors/coordinate maintenance and repairs;
• Coordinate furniture removal and storage; 
• Arrange for offices for new employees or guests;
• Organize access cards for employees and contractors as required; 
• Schedule regular maintenance of office equipment (i.e. photocopiers/printers); 
• Manage supplier contracts (eg shredding, coffee, water);
• Respond promptly and professionally to calls and enquires received by email, phone, or in person;
• Ensure visitors sign in and are provided access passes, and general security provisions are respected;
•Assist with meeting preparation (organization, invitations, background documents, etc.) as required;
• Set up meeting space (layout, tech set up, refreshments) and clean-up/tear down following meetings and events;
• Provide occasional translation (English/French) services for small documents; coordinate outsourced translation for larger documents;
• Regularly maintain, revise and improve/augment digital Administrative Manual;
• Maintain petty cash, process invoices;
• Assist with research on events, service providers, and facilities;
• Manage invitation lists and mail merges; coordinate logistics;

The Administrative Assistant must meet the following mandatory requirements:
• Business Administration certificate or equivalent experience;
• 2 to 5 years of experience in administrative support and/or office management;
• Bilingualism (French and English) is essential;
• Excellent oral and written communications;
• Multi-tasking;
• Superior computer skills in Microsoft Office Word, Excel and PowerPoint;
• Experience with CRM, SharePoint, Access, and GoToMeeting is an asset; 
• The ability to work under pressure and meet deadlines, and to tolerate interruptions;
• Attention to detail, judgement and discretion; 
• Able to work independently, maintain calm professionalism, and seek direction when necessary.

If you are interested in applying to our Administrative Assistant position, please submit your resume as soon as possible by clicking on the 'Apply with Adecco' button.

  • Apply with Adecco

Reference number CA_EN_1_027616_12232627

Accommodation will be provided in all parts of the hiring process as required under Adecco’s Employment Accommodation policy. Applicants will need to make their needs known in advance to their Adecco representative.

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