Job Description

Ordonez Group Inc. seeks an initiative-driven, motivated, and enthusiastic individual to join our team. We are hiring for the position of Administrative Assistant, a support role with opportunities to assist across the OGI family of businesses, and are looking for candidates with a strong sense of organization and professionalism to welcome to the corporation.

Administrative Assistant

Provide administrative support to ensure efficient office operations. Work closely with other administrative staff and support colleagues as needed. Organize and schedule appointments with admin software. Liaise with executive and senior administrative assistants to handle requests and queries from senior managers. Manage calendars for senior staff, including making travel arrangements. Plan meetings and take detailed minutes. Coordinate logistics for meetings, including room setup and catering, and attend meetings to record detailed minutes. Answer phone calls and direct callers to appropriate personnel, schedule appointments, sign for incoming packages, and assist clients and other visitors. Act as the point of contact for internal and external clients. Maintain contact lists. Respond to emails and other digital queries and correspondence. Write and distribute emails, correspondence memos, letters, faxes, and forms Use word processing and presentation software to draft and edit letters, reports, and other documents. Research as requested and compile and summarize information for reports or presentations. Develop and maintain physical and digital filing systems. Input and update information in databases and spreadsheets. Update and maintain office policies and procedures. Order office supplies and research new deals and suppliers. Track and reconcile expenses and prepare expense reports for approval. Operate and maintain office equipment, including printers, copiers, and fax machines. Work with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand. Work with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations. Ensure that deadlines are met and adapt to changing priorities. Assist with or lead certain special projects, as assigned by the executive, coordinating with other departments, overseeing timelines, and ensuring deliverables are met thoroughly and efficiently. Present a positive and professional image for the organization. Other tasks as assigned by supervisor.

Requirements and skills

Proven experience as an Administrative Assistant, Virtual Assistant or Office Admin Assistant Knowledge of office management systems and procedures Basic knowledge of accounting, HR, or legal admin Working knowledge of office equipment- Phones, printers, computers, etc Proficiency in MS Office (MS Excel and MS PowerPoint, in particular), Quickbooks and other standard administrative programs Data management and entry skills, including the ability to maintain and improve filing systems Excellent time management skills and the ability to prioritize work, and navigate multiple deadlines Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette, and the ability to diffuse tense situations Ability to work well independently and in collaboration with others Ability to handle sensitive information with a high degree of confidentiality and discretion. Event planning and coordination A proactive approach to problem-solving and process improvement Excellent written and verbal communication skills Strong organizational skills with the ability to multi-task Digital literacy and research skills, including the ability to analyze the reliability of information Supply management and inventory control High School degree; additional qualification as an Administrative assistant or Secretary will be a plus
Job Type: Full-time

Pay: $20.00-$25.00 per hour

Benefits:

On-site parking Store discount
Application question(s):

Are you located near Leamington, Ontario?
Education:

Secondary School (required)
Experience:

Customer service: 1 year (preferred) Administrative: 2 years (required)
Language:

Spanish (preferred) English (preferred)
Work Location: In person

Application deadline: 2025-09-12