Administrative Assistant

MatchBox Consulting Group is currently seeking an Administrative Assistant for a 2.5-month contract position (potential to extend or convert to a permanent position) with a client of ours located in downtown Vancouver. This is an on-site position 5 days per week.Key Responsibilities And AccountabilitiesReception and Office:Welcomes visitors to office (including employees, contractors, stakeholders, and business partners) and provide support as appropriateMaintains and organizes office supplies, equipment, and common areas, ensuring a professional and welcoming environment.Coordinates calendar and resource availability requestsMaintains and updates calendars for Executives and schedules meetings as requiredActs as liaison with building management and external vendors (e.g., security, parking, courier, plant services, coffee and catering, shredding) to ensure swift resolution of any facility issues and needs.Maintains office and coffee services supplies and conducts weekly fridge cleaning.Oversees office access and security, including issuing and canceling access passes, managing alarm codes, and coordinating parking stall usage.Administrative SupportProvides administrative support to the HR team and other departments, including document preparation, reports, agenda management, meeting follow-up, and maintenance of trackers.Supports bi-weekly HR meetings and sync-ups through agenda preparation, note-taking, and task tracking.Coordinates onboarding logistics, including scheduling meetings, preparing welcome materials, updating employee trackers, and ensuring system and security access is set up.Facilitates a positive first-day experience for new employees and provides office tours.Supports offboarding processes, ensuring timely removal of access and updating of records and trackers.Prepares contracts and processes invoices.Back-up to the Executive Assistant during absencesTravel, Events & Employee ProgramsOrganizes and supports onsite and offsite company-wide events and employee programs such as All Hands meetings, flu shot clinics, service milestones, Employee Achievement Awards Ceremony, holiday lunches, and social committee activities.Prepares official organizational documents such as employee recognition certificates, milestone awards, and program materials.Arranges meeting logistics and training, including venue selection, creating attendee lists and meeting invites, and organizing catering/food pickup, and AV, and post-event reporting.Partners with HR and business leads to ensure events and programs are well-organized, engaging, and reflective of company culture.Books air travel and hotel accommodations and processes expensesSubmits taxable benefits forms to our payroll and benefits team.Assists with scheduling meetings, preparing, filing and copying documentation, and supporting committee initiatives.Acts as an active member of the Occupational Health & Safety Committee.QualificationsEducation and ExperienceHigh school graduation plus completion of a post secondary diploma or training in an Administrative Assistant programMinimum of 1 year experience in a similar positionExperience handling issues with professionalism, tact, and diplomacyKnowledge, Skills And AbilitiesStrong communication skills with the ability to maintain a high degree of confidentiality, tact and good judgmentExcellent interpersonal skills with a service quality focusAble to work as part of a highly motivated and adaptable team in a high-pressure work environmentAble to manage multiple conflicting priorities, reprioritize tasks, and meet or exceed deadlinesHigh level of integrity and a strong sense of personal responsibility in accomplishing assigned tasksIntermediate or advanced proficiency with Microsoft Office Suite of programsResourceful and proactive in dealing with issuesKnowledge of office management systems and proceduresExcellent time management skills and ability to multi-task and prioritize workAttention to detail and problem solving skillsExcellent written and verbal communication skillsStrong command of the English languageAbility to work independently with limited supervision in a multi-tasking environmentDemonstrate good judgment and discretion in communicating with all levels of staff, senior level executives and officials of government, industry and businessFor more current job opportunities, Follow MatchBox at linkedin.com/company/matchbox-recruitment/_________________________About MatchBoxHeadquartered in downtown Vancouver and serving clients nationally, MatchBox is one of the leading recruitment and solutions firms that specializes in the fields of IT & Technology, Engineering & Technical, Real Estate & Construction, and Accounting & Finance. We offer unrivaled expertise with our team's extensive experience in the recruitment and professional services industry. We are dedicated to building great connections and creating strong opportunities within the workforce and the labor market.Equal OpportunitiesMatchBox is committed to providing equal opportunities for all applicants. We welcome and encourage applications from people of all backgrounds, including members of minority groups such as racialized individuals, people with disabilities, LGBTQ+ individuals, and Indigenous peoples. It is a priority for us that all candidates are treated fairly and without discrimination. Our recruitment teams receive ongoing training on using objective criteria for evaluating candidates and other related topics to create an inclusive and welcoming environment for all.Work PermitsPlease note that we require all interested candidates to obtain the necessary work permits from the Government of Canada prior to submitting an application. This position is open exclusively to individuals residing in Canada and legally authorized to work in Canada. Applications not meeting these criteria will not be considered.Further ConsiderationWe receive a high volume of applications and are only able to contact candidates who are selected for further consideration.Find out more at www.matchboxhr.com