Hybrid Administrative Assistant – Office Support

at Ricoh UK

• Job title: Administrative Assistant – Office Support
• Job type: Full Time
• Experience level: Junior, Mid level
• Salary: Not specified
• Degree requirement: High School Diploma
• Location requirements: Hybrid, Vancouver, Canada

About the role

• Administrative Assistant providing clerical and office support for Ricoh's Vancouver office. Responsibilities include correspondence handling, meeting logistics, and event support.

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

Requirements

• 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
• Able to speak Korean is an asset

Benefits

• 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.