Executive Assistant​/Office Administrator

EXECUTIVE ASSISTANT/OFFICE ADMINISTRATOR

Champagne Centre is seeking an organized and dependable Executive Assistant/Office Administrator to provide administrative support to the President while coordinating the day-to-day administrative needs of the office.

This is a hands-on administrative role supporting the Executive while coordinating the day-to-day administrative needs of the office. The role combines executive support, meeting and travel coordination, vendor and invoice administration, and office coordination.

Champagne Centre is a professional medical centre providing a welcoming, well-organized environment for patients, healthcare professionals, tenants and visitors. The Centre is owned by BST Canada, a growing real estate investment and development company with an entrepreneurial, hands-on approach to creating value across its portfolio.

Join a growing organization supported by an international group with a 50-year legacy, while working closely with a collaborative and entrepreneurial Canadian team.

This is a highly visible role with broad responsibility and the opportunity to work closely with senior leadership and a wide range of internal and external stakeholders.

For someone who enjoys being organized, taking ownership and keeping people, information and priorities moving forward, this is an opportunity to make a visible contribution every day.

The Executive Assistant/Office Administrator will provide administrative and office support across the organization.

• Manage and maintain the Executive's calendar and schedule
• Coordinate meetings, appointments, conference calls and other commitments
• Coordinate travel arrangements, accommodations and transportation as required
• Prepare meeting agendas, presentations and supporting materials
• Prepare correspondence, letters, memos, emails and other communications
• Manage incoming and outgoing phone and email communication

• Coordinate meeting rooms, technology, refreshments, materials and other logistics
• Attend meetings as required and prepare accurate meeting minutes
• Document decisions, action items, responsibilities and deadlines
• Communicate follow-up requirements to relevant parties
• Track outstanding action items and follow up as required
• Maintain organized meeting records and materials

• Coordinate the day-to-day administrative requirements of the office
• Order and maintain office supplies and equipment
• Coordinate incoming and outgoing mail, courier deliveries and packages
• Coordinate office repairs, maintenance and other workplace requirements
• Liaise with building management and service providers as required
• Maintain office-related service agreements and supporting documentation
• Identify administrative needs and coordinate practical solutions

• Coordinate routine communication with office vendors and service providers
• Process and enter invoices and maintain supporting documentation
• Track invoices, expenses, service agreements and other administrative information
• Maintain spreadsheets, reports, schedules and administrative records
• Provide information and documentation required by Accounting
• Provide administrative support for projects and business activities as required

• Post-secondary education in Business Administration, Office Administration or a related discipline preferred
• 3–5 years of experience in an administrative, office coordination, executive support or similar role
• Experience supporting an executive or leadership team in a professional business environment
• Experience with calendars, meetings, correspondence and confidential information
• Experience preparing meeting…