Office Assistant jobs in United States

604 Records is one of Canada’s most successful independent record labels and a multimedia company. With over 20 years in the industry, the label is home to a diverse roster and has developed some of Canada’s most renowned artists such as Carly Rae Jepsen, Marianas Trench, Coleman Hell, JoJo Mason and many more. Our Strathcona based office is looking for an Administrative Assistant / Office Manager to join our team.

About the Role :

This role will assist the President and CEO as well as perform office management duties. This will require a person who is extremely organized, highly efficient, and able to prioritize tasks. You would possess a professional, positive, and approachable attitude. You can handle matters with the utmost discretion & privacy. You will take pride in office management to ensure smooth workflow and a tidy, organized workspace. You are comfortable on Apple devices and software and have a high typing speed.

Core job responsibilities include daily administrative tasks in support of the CEO (transcribing dictation, scheduling, handling communications and more), answering phones, greeting and screening office visitors, maintaining office supplies, and other general office management duties as needed. This is a full-time on-site position.

Job tasks :

• Provide daily administrative support to the President / CEO on a broad variety of tasks including transcribing dictation, composing and preparing correspondence that is sometimes confidential; arranging travel plans, itineraries, and agendas, and preparing documents and files
• Manage the President / CEO’s calendar, including coordinating availability for meetings, preventing scheduling conflicts, prioritizing the most sensitive matters, and following up in a timely manner
• Management of the front office, where your great first impression counts both in office and over the phone – tasks range from reporting facility issues to ensuring supplies are stocked
• Answering, screening, and forwarding incoming calls and in-person inquiries while providing general information as needed
• Greeting all office visitors, determining the nature of their visit and directing them accordingly
• Coordinate with office maintenance services (IT, cleaning, security & other maintenance companies)
• Maintain office equipment and order office supplies as needed
• Clerical duties (physical & digital file maintenance)
• Word processing draft documents (formatting, redlining)

Qualifications :

• 2+ years experience in either office management, administrative assisting or both;
• Exceptional organizational skills;
• Exceptional typing skills;
• Fluent English with excellent communication skills both written and oral;
• Proficient computer skills and experience with Apple products, MS Office software including Word, Excel, Outlook, Adobe Acrobat Reader;
• Proficient with web communication tools including Zoom, Slack, MS Teams etc.;
• Professional office management ability to ensure smooth workflow;
• First aid certification an asset.

Full-time position, available to start immediately.The approximate base pay range for this role is $55,000-$65,000 in addition to group health and dental benefits offered and generous vacation time allotment. The actual base pay will be based on various factors including the candidate’s level of skills, experience, and education aligned with the needs of the role, budget, and market.

The 604 Group is committed to equity, diversity, and inclusion throughout our company culture. We encourage applications from all qualified applicants. Women, men, and non-binary identifying, persons with disabilities, Indigenous peoples, people of colour (BIPOC), persons from the LGBTQ2SIA+ community, and other equity-seeking groups are encouraged to apply.

If this is you, please send your resume and cover letter to :