Administrative Assistant

Kibbi Technologies Inc.; Ajax; On-site; CAD 40,000 - 60,000; Full time

Job summary

Kibbi Technologies Inc. is seeking an administrative professional to support daily operations at our Ontario location. The role involves coordinating seminars, managing communications within the team, supervising staff, and overseeing budgets and procedures.

The ideal candidate will handle meetings, travel arrangements, reporting, and document preparation with strong attention to detail. On-site work is required in Ajax, Ontario, with a fast-paced environment and tight deadlines.

Qualifications

• 1 year to less than 2 years of experience in an administrative/office role.

Responsibilities

• Arrange and co-ordinate seminars, conferences, etc.
• Coordinate the flow of information within the team
• Direct staff
• Evaluate daily operations
• Motivate staff
• Open and distribute mail and other materials
• Plan and control budget and expenditures
• Supervise other workers
• Establish and implement policies and procedures
• Record and prepare minutes of meetings, seminars and conferences
• Determine and establish office procedures and routines
• Schedule and confirm appointments
• Manage contracts
• Answer telephone and relay messages
• Answer electronic enquiries
• Oversee the preparation of reports
• Arrange travel, itineraries and reservations
• Greet people and direct them to contacts or service areas
• Type and proofread correspondence, forms and other documents
• Perform data entry
• Maintain and manage digital database

Skills

Attention to detail

Communication

Team coordination

Education

College diploma (1–2 yrs)

Tools

Google Docs

MS Excel

MS Outlook

MS PowerPoint

MS Word

Adobe Photoshop

Google Drive

LinkedIn

Job description

OVERVIEW

LANGUAGES

English

EDUCATION

• College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years

EXPERIENCE

1 year to less than 2 years

ON SITE

Work must be completed at the physical location. There is no option to work remotely.

WORK SETTING

• Business services

RESPONSIBILITIES

• Arrange and co-ordinate seminars, conferences, etc.
• Coordinate the flow of information within the team
• Direct staff
• Evaluate daily operations
• Motivate staff
• Open and distribute mail and other materials
• Plan and control budget and expenditures
• Supervise other workers
• Establish and implement policies and procedures
• Record and prepare minutes of meetings, seminars and conferences
• Determine and establish office procedures and routines
• Schedule and confirm appointments
• Manage contracts
• Answer telephone and relay telephone calls and messages
• Answer electronic enquiries
• Oversee the preparation of reports
• Arrange travel, related itineraries and make reservations
• Greet people and direct them to contacts or service areas
• Type and proofread correspondence, forms and other documents
• Perform data entry
• Maintain and manage digital database

SUPERVISION

• 5-10 people

COMPUTER AND TECHNOLOGY KNOWLEDGE

• Google Docs
• Workday
• MS Excel
• MS Outlook
• MS PowerPoint
• MS Word
• Adobe Photoshop
• Social Media
• MS Office
• Google Drive
• LinkedIn
• Electronic mail

TECHNICAL TERMINOLOGY

• Legal
• Financial

AREA OF WORK EXPERIENCE

• Immigration
• Tourism

AREA OF SPECIALIZATION

• Contracts
• Business process management

ADDITIONAL INFORMATION

TRANSPORTATION/TRAVEL INFORMATION

• Own transportation

WORK CONDITIONS AND PHYSICAL CAPABILITIES

• Ability to work independently
• Fast-paced environment
• Tight deadlines
• Attention to detail
• Repetitive tasks
• Large caseload
• Large workload
• Work with minimal supervision