Office Administration Team Lead (UPJ298)

Office Administration Team Lead (UPJ298)

09 Sep
|
Goodkey Weedmark and Associates
|
Ottawa

09 Sep

Goodkey Weedmark and Associates

Ottawa

Do you thrive on facilitating connections through good communication and relationship building skills?



Can you develop a strategy to drive efficiencies and implement it successfully within a team?



Do you have the courage to implement solutions, knowing it's right for GWAL but that change can be challenging?



If you answered YES to any of these questions, then you should consider joining our team!



In your new role with GWAL, you will report to GWAL's Director and be accountable for these three main areas:



Management Support:

Understand the business, clients, and our team

Identify new ways to add value & proactively taking on new tasks to help the Director & Functional Management team be more productive



Manage complex calendars, coordination of appointments, meetings, and travel, as well as extensive rescheduling.

Prepare and process expense reports, benefit claims and timesheets for the leadership team as required

Anticipate travel needs of the Director and independently coordinating travel arrangements

Draft and edit correspondence on behalf of the Director & Functional Management team



Administrative Support Team:

Identify and recommend business solutions and best practices to support efficiency in administrative support

Supervise administrative support team to ensure operational performance and service targets are met with the assistance of the Senior Project Support Administrator

Lead and inspire administrative support team including performance management, vacation approval, and establish scheduling

Provide justification and support in the hiring new staff to meet resource needs in conjunction with People & Culture Manager

Assist in establishing priorities to ensure task completion in high volume periods



Office/Facility Management:

Oversee all aspects of the physical office environment and serve as the point of contact for all suppliers and vendors (i.e., equipment, repairs, inspections, etc.) with support from the Office Coordinator

Help to set up our physical office for return to work and, in conjunction with the People & Culture Manager, help to ensure new employees have the physical tools needed for success (cellphones, parking, desk assignment, etc.)

Assist with the coordination of the return to work for colleagues by ensuring provincial legislation is followed

Oversee and approve ordering of adequate stock of office supplies

Arrange and coordinate on-site and off-site meetings as well as company social events



Qualifications:

University or college degree in business administration or equivalent experience

Minimum 3-5 years people management experience

Extensive experience providing administrative coordination and support to senior management, including managing filing systems, coordinating meetings and management of office equipment and supplies

Experience managing correspondence, authority seeking documents and other highly sensitive materials on behalf of senior management

Excellent interpersonal skills with the ability to work with all levels of the organization

Strong organizational and time management skills with ability to prioritize work to meet tight deadlines

Excellent attention to detail with the ability to maintain a high level of accuracy

Strong ability to anticipate needs, take initiative and work independently

Ability to maintain confidentiality

Written communication skills to draft, format, edit and proofread correspondence and reports

Strong verbal communication skills to communicate clearly and professionally with internal and external stakeholders

Experience using Microsoft Office programs including Word, Excel, and Outlook

The original job offer can be found in Kit Job:
https://www.kitjob.ca/job/20518633/office-administration-team-lead-upj298-ottawa/?utm_source=html

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