Receptionist

Insight Global; Mississauga; On-site; CAD 27,552 - 34,440; Full time

Job summary

A leading staffing agency is seeking an Office Administrator in Mississauga, Ontario, to provide essential administrative support at an aerospace client. Ideal candidates should possess over 3 years of relevant experience and advanced skills in Microsoft Office. Responsibilities involve managing reception duties, organizing meetings, and maintaining documentation standards. The role offers competitive hourly wages and opportunities for skill development in an engaging aviation environment.

Qualifications

• 3+ years of experience in an office assistant role.
• Experience with international travel and event planning is an asset.
• Proficient in preparing documents, reports, and spreadsheets.

Responsibilities

• Manage daily requirements at reception.
• Maintain action logs to track progress.
• Organize and perform general administrative duties.
• Coordinate meetings, maintaining boardroom presentation.
• Prepare agendas and meeting minutes.

Skills

Advanced working knowledge with Microsoft Office

Strong data entry and data analysis skills

Ability to manage multiple priorities

Excellent organizational skills

Strong written and verbal communication skills

Flexibility to work weekends

Job description

3 Month Contract + Extensions or Conversion

20-25/hr

The primary purpose of the Office Administrator is to provide administrative support to the organization at our aerospace client. We are looking for a high energy individual with exceptional interpersonal skills, strong communication ability (both verbal and written) and a willingness to be adaptable to a changing environment. You have good initiative and are able to use appropriate judgement in your work, understanding how to prioritize work and adapt when requirements change, or deadlines move.

You are a team player wanting to join a group of passionate aviation enthusiasts. Our organization produces and supports a fleet of aircraft with purpose in the world and we look for employees who want to join this effort. You are someone who is willing to be flexible when the work requires you to support the team and in return, we commit to ensuring you learn about the business and have opportunities to develop your skills.

Key Responsibilities

• Manage daily requirements at reception (receiving external vendors, couriers, signing in visitors, mailing, answering phones, creating ID badges, etc.)
• Ensure stationary and other required supplies are checked, ordered, and approved on a regular cadence
• Maintain action logs which track progress against deadlines for the team. Provide follow up notification and reminders where necessary
• Support the development of status reports, presentations, and other documentation
• Support teams with follow up and/or corrective actions related to operational departments
• Organize and perform general administrative duties
• Maintain current safety documentation to ensure alignment with document control requirements
• Coordinate and manage meetings, conferences, and other organizational engagements
• Maintain boardroom(s), ensuring they are organized, supplied and presentable for customers or other visitors
• Prepare agendas and meeting minutes
• Provide support for requests to host meetings, training sessions, events, or tours.
• Perform other administrative or office duties, or projects as required or as assigned.

Qualifications

• 3+ years or equivalent experience in an (office) assistant role
• Experience with international travel and/or event planning is considered an asset
• Experience in preparing documents, reports, and spreadsheets

Skills

• Advanced working knowledge with Microsoft Office (Word, Excel, and PowerPoint)
• Accurate and strong data entry and data analysis skills
• Proven track record in managing multiple priorities, multitasking, and meeting deadlines in a busy environment where priorities may change quickly
• Strong ethics and the ability to provide a high degree of confidentiality
• Able to work with minimal supervision/independently and collaboratively
• Excellent organizational, written, and verbal communication skills with a strong attention to detail
• Ability to work flexible hours, including evenings and weekends when required