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Position: Administrative Assistant
Organization: Stratos Inc.
Location: Ottawa, Ontario

Stratos is exciting to be growing. To support our team, we are currently seeking to fill an Administrative Assistant position for 30 - 37.5 hours/week in our Ottawa office. In particular, we are hoping to augment our team with an administrative professional who is keen to work with a group of people passionate about creating a healthy, productive, engaged and inclusive Canada. If this sounds like you, let us know! This position will start in September 2019 (or sooner).

Headquartered in Ottawa, Stratos Inc. is one of Canada’s leading management consultancies and one of the few focused on the intersection of natural resources and sustainability. We are trusted advisors, researchers, strategists, integrators and facilitators. We have a strong and credible reputation, in both governmental and corporate circles, for providing objective and realistic services and advice and producing high-quality products. Specialized in collaborative problem-solving, we work across all levels of government, business and civil society.

Overall Responsibilities

The Administrative Assistant at Stratos is responsible for contributing to the effective operation of the office and supporting the business development needs of consulting staff. The Administrative Assistant position is an integral member of the Administrative Team at Stratos, which also includes an Office Manager and an AP/AR Clerk.

Specific Responsibilities

Specific responsibilities of this position include:

1. Administration

  • Perform quality formatting of large complex reports, presentations, training materials, marketing materials and proposals
  • Coordinate, review and produce proposals, reports and/or training materials (photocopying, arranging for printing, etc.)
  • Print, scan and/or bind documents, as requested
  • Enter new projects / project codes to filing system and other web-based platforms
  • Schedule conference calls and/or web conference meetings
  • Make travel arrangements and/or re-direct travel arrangement requests to travel agent
  • Post job listings (internship, other staffing positions), process applications and enter into CV database. Schedule pre-screens calls and interviews for job candidates
  • Support the development and maintenance of Stratos promotional materials, including web site and internal database updates
  • Support the design and collation of electronic surveys (Survey Monkey)
  • Complete event registrations for staff
  • Manage subscriptions (order and maintain subscriptions list)
  • Oversee the management of contacts list in Outlook and Customer Relationship Management (with support from Intern)
  • Manage internal lists (phone/rates cards, distribution list, birthdays, etc.)
  • Contact clients, as required
  • Maintain CO2 tracking table
  • Assist with computer applications and troubleshoot minor computer glitches
  • Assist with organization of Stratos Academy events and staff retreats (logistics, food & beverage, etc.)
  • Participate in Stratos committees (e.g. Social, health and safety, etc.)
  • Help to plan for and coordinate social events for the company (support the Social Committee)

2. Reception

  • Answer phones, take messages, direct calls, use voice mail technology
  • Distribute incoming mail, handle outgoing mail, prepare for courier services
  • Organize reception area coverage over lunch and other times away from the office
  • Manage visitors sign-in, as well as security system when necessary
  • Maintain orderly and clean appearance of the reception area, photocopy room, meeting room and kitchen, including ordering of replacement supplies
  • If secret-cleared, receive and send documents under our security clearance

3. Other

The Administrative Assistant will occasionally be asked to provide support for project delivery teams as well as the Admin Team by completing tasks such as:

  • Undertake electronic mailouts
  • Conduct basic web-based searches
  • Schedule meetings and interviews with clients and other external parties
  • Assist with the planning/logistics of workshops, meetings, etc.
  • Assist with registration and follow-up with attendees
  • Coordinate contracts with hotels (meeting rooms, menus, audio visual, accommodation)
  • Provide backup support for inputting new project information into web-based platforms and systems and running project reports
  • Adhere to Stratos policies and procedures
  • Learn about the consulting business and apply this knowledge in client/colleague interactions

Skills and Attributes

Specific skills and attributes required to successfully fulfill these responsibilities include:

  • Excellent time management and organizational skills
  • Excellent ability to multi-task and manage competing priorities
  • Excellent attention to detail
  • Strong communication skills
  • Good interpersonal skills
  • Ability to work independently and as part of a team
  • Initiative
  • Ability to follow instructions and proactively approach project managers or others with questions and/or to seek clarification
  • Strong computer skills:
    • Word, Excel, PowerPoint, Outlook, SharePoint
    • Other web-based applications
    • Assist users with software questions
  • Experience in database development and/or coding using non-technical solutions such as Knack, Podio, Quickbase, MS Access, MS PowerApps, Airtable, Zoho Creator or other solutions (an asset)
  • Basic bookkeeping skills (an asset)
  • Bilingualism in English and French is a definite asset

Please send a copy of your cover letter and CV to . Thanks for your interest in Stratos; please note that only candidates making it to the interview stage will be contacted.

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Current status: Open/apply now.   Date posted: Jul 8 2019    ID: 54118