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Administrative Office Assistant


Our company is searching for an experienced, reliable and task-oriented Administrative Office Assistant. The Administrative Office Assistant will work directly with C-level executives and will be responsible for performing a number of administrative duties. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced corporate environment. This is an excellent opportunity to join a growing company with a fast paced working environment and energetic culture.

Administrative Assistant to COO & Head of Sales

  • Calendar management
  • Expense coordination and management
  • Contact management in CRM system
  • Develop administrative processes and procedures to continuously improve efficiencies
  • Special projects as required

Human Resources and Facilities Management

  • Maintain all internal phone, location, email lists and organization charts.
  • Lead and/or assist with organization of special events and activities as assigned.
  • Liaise with building management overall facilities’ related issues.
  • Employee health and safety inspections, records, and resolution of issues. (training will be sponsored by the company if not certified).
  • Act as Primary Fire Warden and maintain required compliance activities for the team.

General Administration

  • Light kitchen duties including but not limited to:
    • Loading and unloading dishwasher in the morning and evenings
    • Clearing up meeting rooms after client related events
    • Ensuring client service area is always kept in a presentable, professional appearance
  • Monitoring of general corporate email accounts as assigned.
  • Preparation of outgoing mail and packages and the distribution of incoming items.
  • Procurement of printer, general office and kitchen supplies and management of vendor relationships to ensure best pricing, etc.
  • Data input, vendor payment management, and other accounts payable duties.
  • Meeting room management, including arranging / ordering catering as requested by the meeting owner.
  • Greeting guests and ensuring security protocols are followed.
  • General office duties and special projects as required.

General Skills

  • Must be enthusiastic, self-motivated and work well with minimal supervision
  • Thrives working with complex requirements in a team environment and challenging the status quo
  • Ability to communicate clearly and effectively in writing and verbally in English
  • Strong interpersonal skills and comfortable working with small teams, where resources are limited and taking initiative is paramount to success
  • Contributes to the company culture of transparency, honesty and respect
  • Ability to handle and respect the sensitivities around confidential information

To apply for this position, please send a resume and cover letter with the job title in the subject line to NEO.Careers@neostockexchange.com.

We thank all applicants, however only those selected for an interview will be contacted.