Administrative Assistant/Office Manager - Cornerstone Planning Group
About The Position
BLANKSLATE Partners is thrilled to be supporting our client Cornerstone Planning Group, located on Granville Island, as they search for an Administrative Assistant/Office Manager, to add to their small, dynamic team. If you are passionate about organization, supporting a wonderful team, and want to love what you do, we would love to hear from you. About Cornerstone Planning Group: Cornerstone is a boutique consultancy located on Granville Island (dog friendly office) in Vancouver, BC, Canada. Specializing in strategic planning for public sector organizations -- typically related to organizational design and infrastructure requirements -- our work emphasizes long-term planning and rigorous research into relevant trends and service demand patterns. Our work spans a wide variety of sectors, and facilities can include: hospitals, libraries, community centers, transitional housing, art and culture venues, theaters, schools and universities, clinics, offices, industrial workshops and yards, and more. About the role: We are seeking a highly organized and proactive Administrative Assistant/Office Manager to join our team. This role will play a crucial part in ensuring the smooth operation of our office, providing support to our team members, and facilitating efficient workflow.
Requirements
- Prior experience in office administration
- Excellent written, verbal and interpersonal communication skills
- Collaborative team player who is self-motivated to work autonomously
- Impeccable attention to detail in execution
- Tech savvy - can learn, adopt and help others to use tool such as MS Office Suite
- Proactive and problem solver who can react quickly to changing needs in a dynamic environment
Nice To Haves
- Ability to layout and graphically develop proposal materials, and support with content as requested (ideal)
Responsibilities
- Manage calendars, schedule meetings, and coordinate appointments for team members.
- Ensure timely communication and follow-up regarding meeting arrangements.
- Responsible for ordering office supplies, equipment, and materials as needed.
- Monitor inventory levels and replenish supplies to maintain office efficiency.
- Handle basic IT setup and troubleshooting tasks.
- Liaise with external IT experts for more complex technical issues.
- Organize food, drinks, and celebrations for team events and special occasions.
- Coordinate logistics for office gatherings and activities.
- Assist in planning and coordinating company events, workshops, and seminars.
- Manage event logistics, including venue booking, catering, and attendee coordination.
- Maintain the cleanliness and tidiness of the office space.
- Water plants and ensure a welcoming environment for staff and visitors.
- Coordinate travel bookings and accommodations for team members.
- Handle itinerary management and provide necessary travel support.
- Collect and organize receipts, invoices, and expense reports.
- Reconcile credit card transactions by matching receipts and following up on missing documentation.
- Oversee accounts receivable and follow up on outstanding invoices.
- Manage reimbursements and track expenses accurately.
- Assist team members with personal administrative tasks, such as booking appointments and arranging services like tire changes or paramedical appointments.
- Coordinate with team members to ensure coverage during business hours.
- Occasionally assist with physical tasks such as moving office equipment or furniture.
- Keep team resumes updated with relevant projects and experiences.
- Maintain a database of team members' credentials and achievements.
- Assist with the preparation of project plans and other documentation as needed.
- Manage IT licenses and subscriptions.
- Ability to layout and graphically develop proposal materials, and support with content as requested (ideal)
- Track employee vacation days and maintain the vacation schedule.
- Check mail.
- Update and maintain the proposal tracking spreadsheet.
- Pull and compile project hours on a monthly basis from Harvest for invoicing.
- Track sub-consultant billing and project-related expenses
Benefits
- Comprehensive benefits
- 3 weeks vacation
- 5 paid sick days
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
