Office Administrative Assistant

The Mullings Group is seeking an Office Administrative Assistant on behalf of a privately held organization with a diverse portfolio of business interests and a strong commitment to operational excellence. The company fosters a culture grounded in integrity, collaboration, and excellence in customer experience.

This role is based on-site in Victoria, BC; hybrid and remote work arrangements are not available at this time.

The Role

We are seeking a proactive and highly organized Office Administrative Assistant to support a dynamic team in a fast-paced, confidential environment. This role requires exceptional multitasking skills, discretion, and strong administrative expertise.

Responsibilities:

• Office Administration: Order and manage office supplies and snacks/beverages, coordinate office events, and ensure a well-maintained workspace. Ensure that meeting rooms and kitchen spaces are tidy and maintained.
• Front Desk & Vendor Management: Handle calls, greet visitors, manage mail and couriers, and liaise with building management for office maintenance.
• Executive Support: When requested, coordinate calendars, schedule meetings, process expenses, and provide high-level administrative support for senior management, in collaboration with the office admin team.
• Internal Communications: Assist with creating and distributing reports, memos, and other key documents with confidentiality and accuracy.
• Meeting & Event Coordination: Organize, set-up and take-down for meetings, including logistics, catering, and technology. Ensure meeting spaces are well stocked and set up appropriately. Provide hospitality when senior leaders and guests are in the office, including setting-up lunch or arranging restaurant bookings.
• Personnel Support: Assist with coordination related to recruitment and onboarding, employee asset management, health and safety compliance for our downtown office, and other confidential tasks.
• Other Administrative Tasks: Manage parking allocations, process invoices for vendors, and support other operational needs. Set up and take down seasonal decorations in the office.

Skills & Qualifications:

• Minimum three years' experience in an administrative or executive support role.
• High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Experience with SharePoint is an asset.
• Excellent written and verbal communication skills.
• Exceptional organizational and time management abilities with keen attention to detail.
• Discreet and professional in handling sensitive information.
• Knowledge of HR processes, including onboarding and health and safety regulations is an asset.
• Adaptable, self-motivated, and capable of managing multiple priorities in a fast-paced environment.
• Proven service-oriented mindset and focus on hospitality.
• Flexibility to support executives and team members outside standard business hours as needed.

Additional Information:

This is a full-time in office role (40 hours per week, 8:30 AM – 5:00 PM), with some flexibility based on business needs. The ideal candidate thrives in a collaborative setting, brings a solutions-oriented mindset, and takes the initiative to enhance team efficiency.