Administrative Assistant/Office Support

MS Administrative Asst/Office Support

The MS 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:

• Creates proofs, revises and edits written material as required; 
• Handles internal and external correspondence; 
• Makes travel arrangements; 
• Creates and maintains departmental filing system; 
• Answers telephone lines; 
• Updates calendars; 
• Uses and coordinates maintenance for local office equipment; 
• Coordinates logistics for meetings, net meetings and conference calls: location, communications, resources, etc.; 
• Maintains department logs, reports, and/or data entry for functional databases; 
• Cross-trains and learns other responsibilities within the team and provides assistance as needed; 
• Builds professional relationships with customers and other teams; 
• May provide reception coverage or assist with reception coverage, as required; 
• May coordinate with Finance for resolution of budget variances and/or expense application; 
• Other duties as assigned by manager. 
• Provide administrative support including but not limited to: updating budgets, PO submissions & invoice tracking
• Purchasing and supply management
• Corporate Phone Management including new hire phone order but not limited to
• Stationery Management Services including the ordering of copier supplies
• Reserve boardrooms for meetings upon request
• Maintain general tidiness and supplies within boardrooms
• Coordinate catering orders
• Set-up boardrooms as required with catering and beverages
• Manage kitchen duties
• Prepare coffee and maintain the coffee area
• Manage Snack Program
  • Order through pre-approved vendors
  • Monitor inventory using spreadsheets
  • Stock and ensure stock is rotated properly
• Assist with research, organization, coordination and execution of all company events
• Collaborate with other teams (e.g. SRCA People Team) for site support as needed
• Support (or possibly own) day of set-up and execution of events, meetings, conferences, and workshops, including but not limited to creating and distributing event plans
• Act as main point of contact for any event support or escalation requirements, as needed
• Document and distribute post-event summaries, surveys, post-mortems including the collection and analysis of data and feedback
• Own internal communications for events, when appropriate
• Able to speak Korean is an asset

Qualifications:

• Post Secondary Education or equivalent 
• Minimum of 2 years related experience 
• Position works 7.5-hour days 8:00am-4:30pm with 60-minute lunch (35 hour work week)
• Position to work in the office 4 days/week, and may work from home 1 day/week

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 

Come Create at Ricoh:

If you are seeking a team driven by passion and purpose, come create with us at Ricoh. We are a team of information seekers and customer-obsessed collaborators who aspire to deliver the services, solutions, and technologies that empower business success. We are looking for talented, inspired individuals to join us to help drive high-performance team and our commitment to excellence.

Ricoh is an integrated solutions provider and partner that connects people and technology, creates outstanding customer experiences, and delivers innovation for businesses worldwide. We empower digital workplaces by enabling individuals to work smarter from any location and harness the power of information—how it is collected, stored, managed, and shared—to unlock the potential in every organization. We deliver services and technologies that inspire our customers' success and guide them toward a better and more sustainable future. If you are seeking a purpose-driven and passionate team, come create with us, and help drive our high-performance culture of excellence into tomorrow.

Invest in Yourself:

At Ricoh, you can:

• Select the medical, dental, life, and disability insurance coverage that fits your needs.
• Contribute to your financial security with Ricoh Canada's Retirement plan, with company matching contributions.  
• Augment your education with team member tuition assistance programs.
• Enjoy paid vacation time and paid holidays annually.
• Tap into many other benefits to enhance your health, wellness such and ongoing personal and professional development.