Our prestigious National Trade Association client requires a full-time Office Assistant to be their on-site support for their downtown Ottawa offices.

The successful candidate will play a key role in helping to ensure their office runs smoothly and team members are supported.

Duties & Responsibilities

• Create a positive and welcoming environment for visitors.
• Respond to requests for access to the national office floor from the building lobby.
• Direct visitors to the relevant office/staff; maintain visitor logbook.
• Mail associated duties which include collecting and distribute incoming mail, handling outgoing mail, and mailing machine administration.
• Point of contact for office related concerns/repairs; liaise with Building Manager as required.
• Coordinating courier services (Purolator/FedEx).
• Oversee conference room schedules – avoid booking conflicts.
• Responsible for photocopying and photocopier administration.
• Assist Executive Office team & other departments with catering services for in-office events.
• Assist with publishing updates to website and Member resource centre.
• Assist with accounts payable functions (stamping and filing invoice approvals, communicating with suppliers, etc.).
• Support the Finance Department with administrative tasks as required.
• Assist with in-office IT related issues (copier, printer & video-conferencing plug-ins, etc.)
• Formatting presentations and documents.
• Assist with coordinating translation services through Megalexis.
• Assist Member Services Coordinator with promotional material inventory, ordering, and distribution.
• Contributing member of the Joint Worksite Health and Safety Committee; designated Fire Warden.
• Other administrative duties as assigned.

Qualifications / Essential Skills, Knowledge and Experience

• High school diploma with a minimum of three years’ experience in office administration/office setting.
• Highly proficient with Microsoft Office productivity tools.
• Strong interpersonal skills and values which facilitate successful performance in a team-based environment.
• Ability to multi-task; take the initiative; be proactive; problem-solve; brainstorm; flexible.
• High level of attention to detail.
• Strong organizational skills.
• Sound judgement and tact.
• Ability to adapt to changing situations, new ideas and concepts.
• Excellent verbal communication skills.
• Strong writing skills.
• Bilingualism (English/French) is an asset.

We thank all interest, but only those being considered for interview will be contacted.

Send resume to: [email protected]