Job Description

The Administrative Assistant is responsible for providing comprehensive administrative support to ensure efficient office operations. This role involves managing clerical tasks, coordinating activities, and assisting in daily organizational needs. The ideal candidate should possess excellent communication and organizational skills, attention to detail and the ability to multitask effectively.


This is a 24-month contract position for Mo-Mac Investments Ltd. working 4 days (28 hours) per week in a 2 person office.

RESPONSIBILITIES

This position is responsible for:
  • Calendar management:
    • Manage and update calendars, including scheduling and coordinating meetings.
    • Create appointments and make reservations for 2 people.
    • Provide reminders of appointments scheduled.
  • Administrative Support:
    • Assist in the preparation and distribution of internal and external communications.
    • Draft correspondence and edit documents, emails, and reports as needed.
    • Monitor Outlook inbox daily to ensure items are complete or need follow-up and file in appropriate folder.
    • Open and manage regular mail.
    • Maintain address books/lists for 2 people.
    • Maintain list of frequent flyer numbers and passwords for 2 people
    • Assist in coordination of projects and tasks, ensuring deadlines are met.
    • Oversee insurance coverage for vehicles and properties. Which would include licensing the vehicles.
    • Oversee and maintain payments schedule.
    • Print out email documents as required.
    • Reconcile and manage bill payments for the company and for personal expenses.
    • Keep track of all automated payments on Visa Accounts and checking bank accounts.
  • Travel Arrangements
    • Research and book travel arrangements (without use of travel agent) for 2 people
      • Flights, hotel, and rental car options
    • Request flight upgrades when required.
    • Type an itinerary and prepare a file for each trip.
    • Monitor airline accumulated points.
    • Arrange for cancellation, interruption and emergency medical insurance trips as required.
  • Involvement with MNP (Accounting Firm)
    • Tax Planning
    • Estate planning
    • Bill payments for the companies and for personal expenses.
    • Oversight of investment accounts, bank accounts and Visa statements.
    • Donations recording and processing.
    • Corporate Minute Book
    • Annual reports and other corporate filings
    • Expense reports
    • Tracking of time spent in the US.

SKILLS

  • Proficient in MS Office with strong computer skills
  • Excellent organizational and time-management skills
  • Ability to handle multiple tasks and prioritize effectively.
  • Self- starter with strong work ethic.
  • Detail-oriented and organized with a high level of accuracy.
  • Knowledge and experience with accounting
  • Discretion and confidentiality are essential.

EDUCATION/EXPERIENCE

  • 10 years' experience as an administrative or personal assistant or a related role.
  • High School Diploma or equivalent; additional education or certification is a plus.

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

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