Administrative Assistant

The Administrative Assistant is responsible for providing exceptional support and service related to clerical and administrative duties through all mediums including correspondence, meetings, company activities, manuals and newsletters etc. 

Responsibilities:

            Workplace Experience Coordination

Manage shipping and receiving handle outgoing mail requests, waybills/COD payments, and distribute incoming mail.  Assist the Workplace Experience team with various tasks and projects as needed, including researching and reviewing studio queries, accounts payable, procurement duties, and providing floor support.  Respond quickly and efficiently to internal and external inquiries to ensure customer satisfaction. Triage incoming inquiries and requests for distribution groups and Slack Channels.  Coordinate the use and maintenance of facilities, furniture systems, and equipment, resolving issues to ensure optimal functionality.  Respond promptly to staff inquiries to ensure satisfaction, including handling EA Help Desk tickets.   Oversee kitchen activities, including breakfast setup, cleanup, loading/unloading dishwashers, and managing inventories and reordering in all kitchens.  Perform daily walkthroughs of the location, covering meeting rooms, common areas, kitchens, stationary points, specialty spaces, bathrooms, and reception to ensure high aesthetic standards and maintain clean and tidy spaces.  Support employee moves, space reconfigurations, and perform touch-up cleaning.  Restock and maintain copy areas, office supplies, restrooms, meeting room supplies, and other consumable areas.  Provide financial administrative support by updating budgets trackers, managing vendors, tracking purchase orders and invoices, processing payments, submitting invoices to the WE Production Coordinator, and managing payments on the WE PCard as directed by the Workplace Experience Site Lead and/or Specialist. Assist with communications related to maintenance, OH&S, or general location information.  Manage the parking program, including handling opt-in/out requests, distributing decals, maintaining records, and communicating changes for payroll reporting.  Plan and execute events, meetings, and workshops at EA Victoria by developing event plans, coordinating with IT and catering, ensuring safety compliance, and supporting location activations through research, organization, and execution. Handle post-event tasks including documentation, feedback collection, and data analysis.  Manage and expand on-site service programs (contracts, relationship building) such as barber, massage, and tailor services. Schedule vendors and manage amenity spaces for these programs.  Maintain the EA Victoria section on the EA World site, ensuring the accuracy and relevance of information related to events, the store, and on-site services.  Assist with communication management related to engagement and experience, including creating Slack channel posts, email notifications, EPCOH, surveys, and feedback.  Manage location meeting room bookings, assist with studio requests, and provide general meeting support as needed. Responsible for meeting room setups, furniture reconfiguration, and post-meeting cleaning.  Support the Workplace Experience Team with various tasks and projects, including researching and reviewing studio queries, creating general communications, reception, and floor backup.  Manage new hires and departures experiences, including access badges, parking tags, seat allocations, and nameplate signage.  Conduct daily morning walkthroughs of the entire studio, including meeting rooms, specialty spaces, conference rooms, and reception to maintain high aesthetic standards.  Report on gifts and prizes from events to payroll.  Work collaboratively across our team to support and enable seamless operations for the workplaces in a cross-functional way.  Provide support to the Workplace Experience Site Lead Site Lead and/or Specialist

�·         Other duties as assigned by manager. 

Qualifications:

�·         Post Secondary Education or equivalent 

�·         Minimum of 2 years related experience 

Skills:

�·         Excellent interpersonal skills  

�·         Strong self-motivation to drive results 

�·         Excellent communication skills both verbal and written 

�·         Intermediate knowledge of Microsoft Office applications 

�·         Prioritize and time management skills