Summary of role and responsibilities:
The Office Administrator role at Corporate Knights is essential to the successful day-to-day running of the company. This is a highly varied role and includes supporting the CEO with scheduling; having responsibility for office systems including invoicing, purchasing, managing office suppliers and service providers, triaging enquiries; supporting the sales and editorial teams with CRM database upkeep, website uploads, managing occasional marketing and PR events. The role calls for an energetic professional who likes wearing multiple hats, is experienced in handling a wide range of administrative and executive support related duties, and is able to work both independently and as part of a small team.
Effective from:
August 2020
Remuneration:
Salary TBD
Excellent benefits package
RESPONSIBILITIES
Support CEO and other senior members of the team
Manage the CEO’s schedule and appointments (internal and external)
Assist the CEO to periodically review and maintain office policies as necessary, including HR, benefits and leave, personal expenses, etc.
Assist the CEO with coordination and related tasks for ad hoc and special projects/events
Support the CEO and other senior staff with recruitment and orienting/training new staff employees on day-to-day office systems
Assist in creating PowerPoint slides and presentations for the CEO and other senior members of the team
Assist the Associate Publisher with CRM upkeep and management
Assist Managing Editor with website and social media uploads and related tasks
General office management duties
Provide general support to visitors, handle and/or triage customer enquiries and complaints, as necessary
Act as the point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
Manage relationships with vendors, service providers, and landlord, including tracking purchasing and invoicing and ensuring that all items are invoiced and paid on time
Manage contract and price negotiations with office vendors, service providers and office lease
Support company operations by developing, implementing, maintaining, and continuously improving office systems (e.g. office operations and procedures, controlling correspondence, designing filing systems, reviewing and securing approval of supply requisitions) and helping staff to adhere to them
Establish a historical reference for the office by outlining and monitoring procedures for protection, retention, record disposal, retrieval and staff transfers
Keep management informed by reviewing and analyzing special reports; summarizing information; identifying trends, for example in purchasing office supplies, use of long-distance calling, use of internet data.
Help maintain a safe and secure working environment
Other duties
Participate actively in the planning and execution of company events
Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, and reviewing industry publications
Other duties that may, from time to time, be required to support the successful operation of Corporate Knights
KNOWLEDGE, SKILLS, AND ABILITIES
3+ years’ experience of office management, administrative, or executive assistant roles, with demonstrated progression in responsibilities
Demonstrated knowledge of management practices and procedures related to accounting, data and administration, clerical, and human resources functions
Demonstrated interest in sustainability issues (mostly environmental but also social), obtained through studies and/or relevant work and/or volunteer experience
Proficient command of Microsoft Office programs, including Excel, and the drive and ability to learn new skills quickly as needed
Excellent time management skills and ability to multi-task and prioritise work
Very strong organizational planning and problem-solving skills, with rigorous attention to detail and accuracy
Excellent written and verbal communication skills
Good interpersonal skills with an ability to work as part of a small interdependent team as well as to manage own workload and work independently
A self-starter and quick learner with a flexible and entrepreneurial in approach to work, and a can-do attitude to succeed in a fast-paced environment
How to apply:
Send your CV and a cover letter in a single PDF document to michelynn@corporateknights.com by end of day on Friday, July 17th.