Administrative Assistant, Empire Envelope

Job Overview

Reporting to the Production Manager, as the Administrative Assistant you provide administrative and operational support across departments and divisions. You coordinate schedules and workflows, maintain accurate records, respond to inquiries, and support the timely completion of day-to-day administrative activities.

Your day-to-day responsibilities will include:

• Responding to internal and external inquiries, greeting and directing visitors, preparing and distribute correspondence, reports, spreadsheets and other documentation, organizing and maintaining records and filing systems and establishing and maintaining office procedures.
• Supporting the scheduling and coordination of construction scopes and associated activities.
• Providing day-to-day administrative support to departments and divisions.
• Maintaining Empire Envelope quality standards by ensuring assigned work is accurate, complete, and completed in accordance with established procedures.
• Collaborating effectively with team members and divisions to support operational requirements.
• Providing regular updates, and feedback, to the direct manager.
• Coordinating service and production VPO requests and follow ups.
• Processing trade/supplier invoices, entering trade time cards, and printing trade/supplier cheques.
• Supporting other administrative related projects or duties.

As our ideal candidate, you are…

• Organized; you effectively manage your time while balancing multiple priorities.
• A strong communicator; you clearly express your thoughts in conversation and in written communication.
• An active listener; you seek to understand and listen to others in a non-judgmental way.
• Detail oriented; you focus on detailed accuracy when dealing with a high volume of work.
• A team player; you contribute as a team member and share equally in the exchange of ideas, concepts and process outcomes.

Essential Requirements

• High school Diploma, or equivalent.
• Diploma or Certificate in Office Administration is preferred.
• Minimum 1 year of experience in an administrative role.
• Satisfactory verification of criminal record check.
• Comfortable in Microsoft Office programs (Outlook, Word, Excel, Teams, SharePoint and PowerPoint)

Preferred Qualifications

• Diploma or Certificate in Office Administration is preferred.

What We Value

• Creating trusting and successful working relationships.
• Cooperating with team members in an open, positive and respectful manner.
• Setting clear, measurable and achievable goals.
• Taking responsibility for the outcomes of decisions and actions.
• Continuously pursuing learning and growth.

Working Conditions

You primarily work in an office setting during regular business hours. Overtime may occasionally be required.