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Executive Assistant / Receptionist / Office Manager

Description

Responsible for creating a welcoming environment for incoming calls and office guests, performing a wide variety of clerical office duties, and supporting the executive team and Finance department.

Responsibilities

  • Answer, screen and direct incoming telephone calls

  • Greet customers and visitors and direct them to appropriate contact within the company

  • Receive and distribute incoming mail, handle outgoing mail and packages

  • Maintain kitchen and office supplies and coordinate equipment maintenance

  • Keep reception area, kitchen and conference rooms neat and organized

  • Serve as point of contact for all facility-related issues

  • Coordinate vendor relationships that affect office operations

  • Assist in the planning and preparation of meetings, conferences and conference telephone calls

  • Complete expense reports for executives.

  • Prepare responses to correspondence containing routine inquiries

  • Prescreen calls for executives

  • Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures and expenditures

  • Assist with financial functions including accounts payable, tracking fixed assets and various month-end close transactions

  • File and retrieve corporate documents, records and reports

  • Photocopy and scan documents for executives and Finance department, as required

  • Assist in preparing invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and presentation software

  • Provide administrative support to the CEO and Finance department

  • Assist with other projects as assigned

Skills

  • Ability to work independently

  • Exceptional customer-service and interpersonal skills

  • Professional personal presentation

  • Strong organizational skills

  • Able to deal confidently and effectively with a wide range of people

  • Ability to handle confidential information appropriately

  • Computer literate with MS Office skills.  Must be comfortable working with spreadsheets.

  • Exposure to accounting is an asset

 

Experience

  • 2 years of relevant professional experience

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