Job Description

IWG Corporate Services Inc.
JOB DESCRIPTION

JOB TITLE: Administrative Assistant
REPORTS TO: Executive Team
Incumbent: Location: Kelowna
PURPOSE OF THE JOB OR GENERAL ACCOUNTABILITY: The incumbent is responsible for providing administrative support to ensure efficient operation of the office. Answers phone calls, schedule meetings and greet visitors.
NATURE AND SCOPE: The incumbent represents the IWG Corporate Services name and must maintain a high degree of integrity and professionalism at all times.

KEY RESPONSIBILITIES:

• Office Administration/Customer Relations

Office Administration/Customer Relations

• Answer and direct incoming phone calls
• Greet and direct clients
• Receive and distribute mail, arrange outgoing couriers
• Help maintain general office tidiness
• Prepare necessary documents and packages for client meetings
• Update our Customer Relationship Manager (CRM) tool with sales funnel and leads
• Offer administrative support as needed, including (but not limited to) managing calendars, scheduling meetings, answering phones and taking detailed messages
• Maintain physical and computerized information filing systems
• Assist Project Managers as needed

o Assist drafting Business Plans
o Creating Organizational Charts
o Communicating with Corporate clients for various corporate filings

• Enters client information into Outlook and CRM (Zoho)
• Assembles new client files including marketing packages
• Ensures that client packages are prepared for scheduled meetings
• Sends out invitations/appointments relating to events on behalf of the office or the Executive Team
• Contact clients to book appointments
• Books the Board Room or external meeting rooms and arranges for food on behalf of the Office or the Executive Team as required
• Record and prepare minutes of meetings
• Assist in maintaining office supply inventory
• Data entry

QUALIFICATIONS:
FORMAL TRAINING & EDUCATION
Essential
Completion of secondary school
Completion of a program for administrative assistants or previous clerical experience
Experience
One to three years working in an administrative position
KNOWLEDGE, SKILLS AND ABILITIES
Essential
Excellent verbal and written communication skills
Exceptional organizational skills, detail oriented and time management skills
Knowledge of Microsoft Word, Outlook, PowerPoint, and Excel
Ability to function well under pressure and manage a high volume of work
Ability to work independently and in a team environment
Positive and willing attitude
Problem Solving
Professional office attire
Minimum typing speed of 40 wpm
*Wages and salaries are negotiable based on experience