Office Administrator

Position Summary - 4 month contract

Reporting to the Chief Executive Officer, the Administrator provides senior level administrative support and wears multiple hats so that day to day operations at Enviros run efficiently and smoothly. This dual role handles a wide range of administrative office duties as well as executive support-related tasks. This includes implementing and maintaining office procedures; systems administration; coordinating meetings and events; liaising with all levels of staff, the Board of Directors, and suppliers; administrative support for budgets/contracts, coordination and support for Board of Directors’ meetings, agendas, and reports; taking minutes at various meetings; scheduling; ordering supplies; and managing company assets such as laptops and cell phones.

This position must follow all Enviros’ policies and procedures, health and safety protocols, legislative protocols, and provide support as needed so that accreditation standards are met.

Accountabilities

This section provides the key outcomes the position is accountable for and the activities that are required to achieve those outcomes.

• Greet visitors, manage sign in sheets
• Answer and direct phone calls
• Organize and schedule meetings and trainings
• Respond and distribute emails
• Manage filing
• Order office supplies and research new deals and suppliers
• Book travel arrangements
• Provide general support to admin team
• Manage phones, keys and other assets
• Reach out to leasing company for specific needs

Competencies

Competencies are the knowledge, attitudes, and behaviors an employee requires to be successful in their role at Enviros. They are generally aligned with the culture and core values of the organization.

• Communication: able to communicate clearly and tactfully to all levels of the organization in a way that builds rapport and trust using a variety of communication mediums
• Adaptability: adapts to changing organizational needs and a variety of situations and distractions that arise regularly; and supports the cultivation of a work environment that can manage change well
• Decision Making: uses strong critical thinking with principle-based processing to make timely, informed decisions that enhance the quality of service delivery and improve systems
• Collaboration: able to work effectively with all departments, programs and principle-based processes that includes a diverse group of people; promotes cooperation and commitment to achieve goals; and fosters a positive and inclusive work environment
• Initiative: acts confidently in taking initiative and solving problems and empowers others to do the same; able to effectively manage time with strong organizational skills to meet all job requirements successfully
• Learning: proactively identifies ways for self-improvement and development, and fully supports the growth and development in all staff with culturally aware, strengths based and individualized planning.

Qualifications/Experience

• Undergraduate degree in Business Administration or a related field (equivalencies will be considered)
• Minimum of 3 – 5 years of relevant experience in an administrative/office management role
• Proficient with SharePoint and other software such as Microsoft Office suite of applications
• Experience with systems administration
• Must be exceptionally detail-oriented
• Experience in the not-for-profit sector is a strong asset