Administrative Assistant at Gemtec.

About the role

Gemtec is seeking a dedicated and organized Administrative Assistant to join our dynamic team in Ottawa, Ontario. This full time position plays a crucial role in supporting our daily operations and ensuring that our office runs smoothly. The ideal candidate will possess strong communication skills, attention to detail, and the ability to manage multiple tasks efficiently. If you are looking to contribute to a collaborative setting while developing your administrative skills, this opportunity is perfect for you.

Key facts

Location: Ottawa, Ontario Engagement: Full-time Salary: Competitive salary commensurate with experience Visa: Open to candidates with valid work authorization in Canada

What you'll do

- Provide comprehensive administrative support to various departments, ensuring that all tasks are completed efficiently and accurately.
- Manage incoming and outgoing communications, including phone calls, emails, and correspondence, while maintaining a professional demeanor.
- Organize and schedule meetings, appointments, and travel arrangements for team members, ensuring that all logistics are handled seamlessly.
- Maintain and update filing systems, both electronic and paper-based, to ensure easy access to important documents and information.
- Assist in the preparation of reports, presentations, and other documentation as required, ensuring that all materials are polished and professional.
- Handle office supplies inventory, placing orders and managing stock levels to ensure that all necessary materials are available for staff.




- Support the onboarding process for new employees by preparing welcome materials and assisting with initial training sessions.
- Collaborate with team members on special projects and initiatives, contributing ideas and support to enhance overall productivity.
- Ensure compliance with company policies and procedures, maintaining confidentiality and professionalism at all times.
- Assist in organizing company events, meetings, and team-building activities, fostering a positive workplace culture.
- Provide exceptional customer service to clients and visitors, representing Gemtec in a positive light.
- Continuously seek opportunities to improve administrative processes and contribute to the overall efficiency of the office.

Requirements

- Proven experience in an administrative role, preferably in a corporate or professional environment.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software.
- Excellent written and verbal communication skills, with a keen eye for detail.
- Ability to prioritize tasks effectively and manage time efficiently in a fast-paced environment.
- Strong organizational skills, with the ability to maintain accurate records and manage multiple projects simultaneously.
- A proactive approach to problem-solving,



with the ability to anticipate needs and take initiative.
- High level of professionalism and discretion when handling sensitive information.
- Ability to work collaboratively within a team and contribute positively to the workplace culture.

Nice to have

- Experience in the engineering or construction industry is a plus.
- Familiarity with project management tools and software.
- Additional language skills are an asset, enhancing communication with diverse clients and stakeholders.

Skills & tools

- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Experience with document management systems and office software
- Strong organizational and time management skills
- Excellent communication abilities, both written and verbal
- Customer service orientation

Practical notes

- This position is based in Ottawa, Ontario, and candidates must have valid work authorization in Canada.
- The salary for this role will be competitive and based on the candidate's experience and qualifications.
- The role may require occasional overtime or flexibility in hours to accommodate project deadlines or special events.
- Gemtec is committed to creating a diverse and inclusive workplace; we encourage applications from individuals of all backgrounds.

This is an exciting opportunity for an Administrative Assistant to join a reputable company like Gemtec, where you can grow your skills and contribute to a thriving team. If you are detail-oriented, proactive, and passionate about providing excellent administrative support, we would love to hear from you!

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📌 Administrative Assistant (Ottawa)
🏢 GEMTEC
📍 Ottawa