Administrative Assistant

Elby Professional Recruitment; Kitchener; Sur place; CAD 35 000 - 52 000; Plein temps

Résumé du poste

Elby Professional Recruitment in Canada seeks an Administrative Assistant to provide essential support across administrative, operational, and HR functions. You will manage contracts through People2.0, act as the first point of contact for the main phone line, handle expense management, and coordinate internal and external meetings to keep day-to-day operations running smoothly.

In this fast-paced, high-energy environment, you will assist Managing Directors and AVPs, help improve processes, and

Qualifications

• 1+ years’ administrative experience in a professional working environment is required.
• Post-secondary education related to administration, business, accounting, or HR.
• Excellent organizational and time management skills, with the ability to manage multiple tasks simultaneously.
• Highly organized and task-oriented individual who views their role with a customer service approach.
• Effective communication and interpersonal skills.
• Must have a high level of confidentiality.
• Enjoys working in a collaborative environment and competitive industry.
• Proficient in MS Office; experience with Microsoft 365 and Microsoft Teams is preferred.

Responsabilités

• General Administration: Manage contracts for temporary and contract staff through People2.0, ensuring all paperwork is completed properly and documents are signed.
• Act as first point of contact for incoming calls to main phone line, direct appropriately.
• Expense management, sending invoices for payment, sending receipts for record keeping purposes.
• Maintain and monitor office supply inventory levels and place orders as required.
• Coordinate and schedule internal and external meetings, as required.
• Send internal emails to employees on behalf of the management team.
• Assist with employee event planning and employee recognition programs.
• Sending of internal congratulatory messages through MS Teams and Email.
• Adding quality control tasks for contract placements.
• Plan and coordinate quarterly team events.
• Plan and coordinate client and candidate events.
• Make arrangements for networking events, and job fairs.
• Updating year to date billing spreadsheets.
• Sending invoices to clients.
• Following up with clients on past due invoices.
• Assist with ad-hoc administrative projects, as required.

Description du poste

Purpose of Position This Administrative Assistant role provides essential support across administrative, operational, and HR functions. The position ensures seamless day-to-day operations by managing contracts, coordinating meetings and events, maintaining internal communications, and assisting executive leadership. The role is key to sustaining team efficiency, employee engagement, and organizational continuity. Elby is a high energy sales and recruitment environment, the team has high expectations, and there is a high level of activity and teamwork happening in the office. We offer a dynamic work environment with less structure than most and we are seeking a self-starter to be an integral part of our team, assisting the Managing Directors and AVPs in creating effective processes and procedures. We highly encourage employees to present ideas that will improve our operations along with the lives of our candidates, clients, and employees.

RESPONSIBILITIES

General Administration

• Manage contracts for temporary and contract staff through People2.0, ensuring all paperwork is completed properly and documents are signed
• Act as first point of contact for incoming calls to main phone line, direct appropriately
• Expense management, sending invoices for payment, sending receipts for record keeping purposes
• Maintain and monitor office supply inventory levels and place orders as required
• Coordinate and schedule internal and external meetings, as required
• Send internal emails to employees on behalf of the management team
• Assist with employee event planning and employee recognition programs
• Sending of internal congratulatory messages through MS Teams and Email
• Adding quality control tasks for contract placements
• Plan and coordinate quarterly team events
• Plan and coordinate client and candidate events
• Make arrangements for networking events, and job fairs
• Updating year to date billing spreadsheets
• Sending invoices to clients
• Following up with clients on past due invoices
• Assist with ad-hoc administrative projects, as required

Operations Support

• Actively seek opportunities to improve processes, assist team members and drive results for the Recruitment Services and Client Services teams
• Administer candidate, contractor and client fee agreements. Work with the RST, CST, People 2.0, candidates on assignment and clients with contractors to ensure candidate questions are answered and payroll issues are dealt with
• Run Ad Call reports for the Client Services team
• Run weekly open order reports
• Administer candidate assessments and background checks as required
• Update Bullhorn database
• Run ad hoc Bullhorn Reports for Management as required

Human Resources

• Assist Managing Director with new employee onboarding and computer set-up
• Administer HR functions related to onboarding new employees, performance management vacation tracking, employee files and ongoing HR compliance requirements
• Maintain Employee files
• Other HR related projects as required

Executive Assistant

• Manage calendars
• Book meetings and schedule follow-up meetings
• Prepare, review and format documents and emails for the Managing Directors
• Manage the companies EOS process and files

Vendor Management

• Liaise with IT contractor to resolve IT issues
• Act as main point of contact for office related issues (i.e., maintenance requests)

QUALIFICATIONS

• 1 plus years’ administrative experience in a professional working environment is required
• Post-secondary education related to administration, business, accounting, or HR
• Excellent organizational and time management skills, with the ability to manage multiple tasks simultaneously
• Highly organized and task-oriented individual who views their role with a customer service approach
• Effective communication and interpersonal skills
• Must have a high level of confidentiality
• Enjoys working in a collaborative environment and competitive industry
• Proficient in MS Office
• Experience using Microsoft 365 and Microsoft Teams is preferred

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