Administrative Assistant

• Location: Vancouver , British Columbia
• Type: Contract
• Job #13581

MatchBox Consulting Group is currently seeking an Administrative Assistant for a 2.5-month contract position (potential to extend or convert to a permanent position)  with a client of ours located in downtown Vancouver. This is an on-site position 5 days per week.

Key Responsibilities and Accountabilities

Reception and Office:
 

• Welcomes visitors to office (including employees, contractors, stakeholders, and business partners) and provide support as appropriate
• Maintains and organizes office supplies, equipment, and common areas, ensuring a professional and welcoming environment.
• Coordinates calendar and resource availability requests
• Maintains and updates calendars for Executives and schedules meetings as required
• Acts as liaison with building management and external vendors (e.g., security, parking, courier, plant services, coffee and catering, shredding) to ensure swift resolution of any facility issues and needs.
• Maintains office and coffee services supplies and conducts weekly fridge cleaning.
• Oversees office access and security, including issuing and canceling access passes, managing alarm codes, and coordinating parking stall usage.

Administrative Support:
 

• Provides administrative support to the HR team and other departments, including document preparation, reports, agenda management, meeting follow-up, and maintenance of trackers.
• Supports bi-weekly HR meetings and sync-ups through agenda preparation, note-taking, and task tracking.
• Coordinates onboarding logistics, including scheduling meetings, preparing welcome materials, updating employee trackers, and ensuring system and security access is set up.
• Facilitates a positive first-day experience for new employees and provides office tours.
• Supports offboarding processes, ensuring timely removal of access and updating of records and trackers.
• Prepares contracts and processes invoices.
• Back-up to the Executive Assistant during absences

Travel, Events & Employee Programs:
 

• Organizes and supports onsite and offsite company-wide events and employee programs such as All Hands meetings, flu shot clinics, service milestones, Employee Achievement Awards Ceremony, holiday lunches, and social committee activities.
• Prepares official organizational documents such as employee recognition certificates, milestone awards, and program materials.
• Arranges meeting logistics and training, including venue selection, creating attendee lists and meeting invites, and organizing catering/food pickup, and AV, and post-event reporting.
• Partners with HR and business leads to ensure events and programs are well-organized, engaging, and reflective of company culture.
• Books air travel and hotel accommodations and processes expenses
• Submits taxable benefits forms to our payroll and benefits team.
• Assists with scheduling meetings, preparing, filing and copying documentation, and supporting committee initiatives.
• Acts as an active member of the Occupational Health & Safety Committee.

 Qualifications

Education and Experience
 

• High school graduation plus completion of a post secondary diploma or training in an Administrative Assistant program
• Minimum of 1 year experience in a similar position
• Experience handling issues with professionalism, tact, and diplomacy

Knowledge, Skills and Abilities
 

• Strong communication skills with the ability to maintain a high degree of confidentiality, tact and good judgment
• Excellent interpersonal skills with a service quality focus
• Able to work as part of a highly motivated and adaptable team in a high-pressure work environment
• Able to manage multiple conflicting priorities, reprioritize tasks, and meet or exceed deadlines
• High level of integrity and a strong sense of personal responsibility in accomplishing assigned tasks
• Intermediate or advanced proficiency with Microsoft Office Suite of programs
• Resourceful and proactive in dealing with issues
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong command of the English language
• Ability to work independently with limited supervision in a multi-tasking environment
• Demonstrate good judgment and discretion in communicating with all levels of staff, senior level executives and officials of government, industry and business

For more current job opportunities, Follow MatchBox at linkedin.com/company/matchbox-recruitment/

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About MatchBox

Headquartered in downtown Vancouver and serving clients nationally, MatchBox is one of the leading recruitment and solutions firms that specializes in the fields of IT & Technology, Engineering & Technical, Real Estate & Construction, and Accounting & Finance. We offer unrivaled expertise with our team's extensive experience in the recruitment and professional services industry. We are dedicated to building great connections and creating strong opportunities within the workforce and the labor market.

Equal Opportunities

MatchBox is committed to providing equal opportunities for all applicants. We welcome and encourage applications from people of all backgrounds, including members of minority groups such as racialized individuals, people with disabilities, LGBTQ+ individuals, and Indigenous peoples. It is a priority for us that all candidates are treated fairly and without discrimination. Our recruitment teams receive ongoing training on using objective criteria for evaluating candidates and other related topics to create an inclusive and welcoming environment for all.

Work Permits

Please note that we require all interested candidates to obtain the necessary work permits from the Government of Canada prior to submitting an application. This position is open exclusively to individuals residing in Canada and legally authorized to work in Canada. Applications not meeting these criteria will not be considered.

Further Consideration

We receive a high volume of applications and are only able to contact candidates who are selected for further consideration.

Find out more at www.matchboxhr.com