Administrative Assistant

Location: Full Time Onsite

Salary: 50K Annually + Performance Bonus

Reporting Line: Reports to the Director of Operations and the Director of Finance

Our client is a leading IT Cyber Solutions integrator located in the National Capital Region. We are looking for a motivated, energetic, personable, and eager Administrative Assistant to join our dynamic team.

As an Administrative Assistant, your primary role will be to support the Sales, Operations and Finance teams by assisting in a variety of tasks such as contracting, procurement, accounting, client and partner liaison, etc.

Key Responsibilities:

• Act as a central point of contact for internal and external stakeholders, answering inquiries and directing them to the appropriate person or department.

• Assist the sales team with registration of deal opportunities and preparation of quotes.

• Assist the Director of Finance with basic financial tasks, such as processing invoices and purchase orders, account reconciliations, accounting system conversion support, etc.

• Support budgeting and forecasting processes by compiling data and generating reports as needed.

• Preparation of various monthly reports (QUR, consumption, etc.)

• Work closely with the proposals team to support RFP/RFQ responses.

• Coordinate marketing events and workshops with partners and clients. This includes but is not limited to booking venues, coordinating food/refreshments, accommodations for partners/clients, coordinating with AV vendors, etc.

• Office coordination with vendors such as building landlord, parking, mail couriers, phone/internet companies, etc.

• Maintain accurate records and files, both electronic and hard copy. This includes rotating files after fiscal YE, organizing AR/AP files, coordination of shredding old files, etc.

• Oversee office supplies inventory and procurement, ensuring adequate stock levels at all times.

• Ensuring boardrooms, kitchen, and lounge areas are clean (filling/emptying dishwasher as needed, wiping down counters, etc.)

• Support the Sales and Marketing teams with communication distribution, tracking and creating and sending marketing materials if required.

• Other related tasks as required.

• Ability to obtain a Canadian Federal Government security clearance 

• Proven experience in an administrative role, preferably in a corporate environment.

• Strong organizational skills with the ability to multitask and prioritize workload effectively.

• Excellent communication and interpersonal skills, with the ability to interact professionally with individuals at all levels.

• Proficiency in Microsoft Office suite and other relevant software applications.

• Attention to detail and accuracy in all tasks.

• Ability to maintain confidentiality and handle sensitive information with discretion.