Administrative Assistant (Temporary)
Job No:
MIG19
Location:
Burnaby
With over 45 years in operation, The Madison Industrial Group (MIG) employes a world class-class team of electrical and automation engineers servicing a diverse set of industries across Canada. We reduce downtown and increase productivity and efficiency in our clients operations.
The Madison Industrial Group (MIG) is looking for a temporary Administrative Assistant to support the operations of the corporate head office of the businesses. The position will start with a three (3) month term, with the possibility of extention.
The successful candidate will have a high degree of professionalism in his or her interactions and communications with external parties as a representative of the organization. The successful candidate must also be comfortable in a multi-tasking environment and be a team player in conducting all aspects of the job.
What you will be doing:
- Arrange all aspects of business travel, including booking flights and hotels, and preparing trip itineraries and expense reports.
- Coordinate meetings, prepare agendas and documentation, draft minutes after meetings, and follow up on action items.
- Prepare, format, and organize reports, presentations, and other documents. Maintain and manage filing systems and confidential information.
- Handle various administrative tasks, such as managing office supplies, processing invoices, issuing purchase requisitions, and performing general office duties.
- Sort and distribute incoming mail, prepare packages for delivery and coordinate courier packages
- Set up boardrooms for in person and video conference meetings, including catering and clean up after the meeting
- Purchase kitchen and office supplies and coordinate recycling of office supplies
- Assist with organizing social events
- Assist with the organization and tidiness of the common kitchen, including emptying the dishwasher daily
- Scanning and photocopying
- Print and coordinate signatures on legal documents
- Print and assemble quarterly board packages
- Assist with some bookkeeping, including, posting deposits, generating invoices from accounting system and emailing to customers, entering vendor invoices and preparing cheques
- General filing
- Log IT issues into a tracking system and follow-up on resolution
- Book lunch reservations and prepare expense reports
- Other duties and ad-hoc tasks, as required
What we offer:
- $65,000 - $70,000 per annum, dependent on experience, prorated for partial years of service
- Collaborative and supportive environment
- Mentorship and career development support from a highly experienced leadership team
- Company social activities
What we need from you:
- Strong verbal and written communication, organizational and time management skills
- Demonstrated ability to manage multiple tasks concurrently and consistently meet deadlines with attention to detail while working both independently and with a team
- Some proficiency using Microsoft Excel, Word, and PowerPoint, and Zoom and Teams video conferencing platforms
- Experience with accounting systems is an asset
Madison is committed to a diverse and inclusive workplace. We are an equal opportunity employer that does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, disability, age, or other legally protected status.