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Reference #: LH-Admin Asst- 3 Month Contract Date Posted: September 13, 2013
Location: Ottawa Please apply before: March 6, 2013
Type: Permanent Start date: March 11, 2013

This position is currently for a three month period with possibility of extension. Hours are 7.5 per day, 5 days per week.

Reporting to the Office Manager, the Administrative Assistant provides support to IT/Net staff through organizing and performing administrative duties as required to maintain the daily smooth functioning of the office.

 Completion of secondary school or college business course is usually required

 1 - 2 years in a general administration function

Security Clearance:
Must be eligible for a valid Government of Canada security clearance to at least the Secret level.

  • Maintain the office environment. On a daily basis tidy and maintain the kitchen area keeping it free of clutter, tidy/ prepare the boardroom for meetings, organize the supply room, arrange for repairs and maintenance of office equipment. Other tasks as directed by Office Manager.
  • Act as back-up to Receptionist. Provide back up support to the Receptionist, cover the front desk for an hour each day and covering lunch hours and other breaks as needed. This includes answering and directing calls, greeting staff and other administrative duties as required.
  • Assist with the co-ordination of office events. Includes writing and sending communication to staff, coordinating invitations, maintaining a guest list, booking the location, arranging catering, and greeting guests at the event.
  • Maintenance of office equipment. Collect and maintain an inventory of office equipment and supplies including phones, mobile devices, parking spaces and office space. Arrange for maintenance when needed.
  • Maintain the phone system for internal staff. Set up phones, set and reset passwords, unlock mailboxes, update the phone directory, and provide guidance/training to staff on use when needed. Liaise with the system provider to co-ordinate maintenance when technical issues occur.
  • Ordering office supplies. Research price and purchase options for equipment and supplies. Order gifts for staff (anniversary, Christmas) and, when requested by Office Manager, supplies for internal office use including business cards, letterhead and birthday cakes.
  • Support Finance team. Includes year-end filing and organizing in the storage room in the basement and provision of assistance as required throughout the year.
  • Collaborate with internal IT/NET personnel to foster an environment of team work, information sharing and continuous improvement. This includes the dissemination of information to colleagues within IT/NET for the purposes of providing the best possible services to the IT/NET/ KPMG client base, respecting, recognizing and leveraging individual talents and contributions, professionally approaching all situations within the IT/NET workplace and participating on internal working groups (as appropriate) for the advancement of the organization.
Please forward your resume to rwollin@itnet.ca quoting the following reference number and title: LH-Admin Asst- 3 Month Contract - ADMINISTRATIVE ASSISTANT

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