Administrative Assistant & Office Coordinator

Aspect Biosystems; Vancouver; On-site; CAD 40,000 - 60,000; Full time

Job summary

An innovative firm is seeking an Administrative Assistant & Office Coordinator to enhance their administrative team. This role is vital for ensuring smooth office operations and creating a welcoming environment for all visitors. If you enjoy helping others, thrive in a fast-paced setting, and possess strong organizational skills, this position is perfect for you. You'll manage daily office tasks, coordinate schedules, and contribute to a collaborative atmosphere. Join a team that values creativity and effective communication while making a meaningful impact in a dynamic workplace.

Qualifications

• 3-5 years experience in office administration is beneficial.
• Post-secondary education is an asset.

Responsibilities

• Welcome guests and manage day-to-day office operations.
• Coordinate schedules, book meetings, and organize travel arrangements.
• Plan events and maintain office supplies.

Skills

Office Administration

Interpersonal Skills

Time Management

Google Workspace

Microsoft Office Suite

Education

Post-secondary education

Tools

Google Workspace

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Administrative Assistant & Office Coordinator

Join to apply for the Administrative Assistant & Office Coordinator role at Aspect Biosystems.

We are seeking an Administrative Assistant & Office Coordinator to join Aspect's administrative team. Reporting to the Executive Assistant, you'll play a key role in ensuring our office operations run smoothly and efficiently. As the first face people see when they arrive at Aspect, you'll help create a warm and welcoming environment while keeping things organized and running efficiently. This role is perfect if you love helping others, bring a positive attitude to everything you do, and thrive in a fast-paced, collaborative setting.

Responsibilities

• Welcome and check in all guests and team members into our building, making every interaction a positive one as the first point of contact.
• Handle incoming calls with confidence, directing inquiries, and delivering key information efficiently.
• Take full ownership of the office by managing the day-to-day operations of our workspaces, ensuring they're optimized for productivity and collaboration.
• Inspect meeting rooms and hot desks daily to ensure they're ready to go, with everything in its place.
• Manage snacks, beverages, catering, and supplies to keep the office stocked and ready.
• Find and implement ways to make our office environment more functional, efficient, and inspiring.
• Collaborate with IT, facilities, and other teams to resolve office and kitchen needs quickly and seamlessly.
• Create and share clear, concise office communications, from signage to updates.
• Plan and coordinate events and socials, providing support and information to team members as needed.
• Coordinate schedules, book meetings, and send reminders to keep everyone on track.
• Organize travel arrangements including flights, accommodations, and transportation.
• Prepare workstations, welcome kits, and onboarding materials for new hires.
• Manage sensitive information discreetly and ensure secure storage and access.

Qualifications

• Education & Experience: 3–5 years experience in office administration within a fast-paced environment is beneficial. Post-secondary education is an asset.
• Technical Skills: Proficiency with Google Workspace is an asset. Familiarity with Microsoft Word, Excel, and PowerPoint is a bonus.

Who You Are

• Collaborative Relationship-Builder: You thrive in a team environment, have excellent interpersonal skills, and can build rapport across the organization.
• Effective Communicator: You are an active listener and can communicate effectively with diverse audiences.
• Creative Thinker: You come up with innovative ideas to address challenges and opportunities.
• Go-Getter: You work with urgency, are results-driven, and willing to do what it takes to get the job done.
• Detail-Oriented & Organized: You have outstanding attention to detail, can multitask, prioritize deadlines, and deliver work on time.
• Thrive in Ambiguity: You are adaptable and poised when faced with change and competing priorities.