Job Description
As part of RJC’s Corporate Services Group and reporting to the Corporate Programs Manager, the Administrative Assistant is responsible for supporting the firm in a variety of key areas. This role requires an incumbent who is comfortable working in a deadline driven, fast-paced environment where no two days are the same. The successful candidate is resourceful, produces high quality work with minimal oversight, has superior organizational, time management and prioritization skills, takes initiative and can demonstrate excellent problem-solving abilities.
Duties include, but are not limited to:
- Update/format correspondence in accordance with brand standards and established filing protocol
- Process, track and renew the firm’s numerous professional subscriptions and association memberships
- Monthly updating of staffing lists and travel profiles
- Complete and process new vendor/subcontractor documents
- Post corporate documents to company intranet
- Set up projects in accounting and project information management systems
- Perform digital filing, scanning and archiving
- Monthly credit card and travel spend reconciliations
- Track annual sponsorships and conference attendance
- Monthly corporate budget report production and updating
- Maintain and update company wide equipment inventory
- Ongoing review and monitoring of shared documents on intranet and internal network
- Coordinate and track all charitable donations and sponsorships
- Other administrative support to the Corporate Programs Manager as required
- Administer internal employee insurance education program
- Provide insurance certificate production and tracking system back-up/vacation relief to Corporate Coordinator
- Assist with the preparation of meetings & conferences
- Assist with liability claims administration, including file creation in Newforma
- Ongoing copyright compliance processing and monitoring
- 3 - 5 years’ experience in a busy, professional services environment
- Advanced knowledge of MS Office suite (Word, Excel, Access, Outlook) and Adobe software. Familiarity with Newforma and MS Dynamics an asset
- Excellent verbal and written communication skills
- Able to interact professionally with all levels of business personnel and build strong working relationships
- Pragmatic multitasker and able to see the big picture
- Versatile, quick and responsive
- Positive and attitude and eye for detail
- Strong organizational skills
We appreciate the interest and efforts of all applicants; however only those shortlisted as candidates will be contacted to set up an interview. Upon request, accommodations are available for any persons with disabilities participating in the selection process.
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