Bilingual Receptionist & Office Administrator

Canadian Olympic Committee

This position will be located in the COC office in Toronto, ON at 250 Yonge St. Suite 3000. This is an office-based position with little flexibility for remote work.

CORE RESPONSIBILITIES AND PRIORITIES

Reception

• Act as first point of contact for all incoming guests; greeting visitors, informing employees of guest arrivals, and following all processes for visitors in office;
• Answer all incoming calls: transferring calls to the appropriate team member and/or responding to enquiries, as needed;

Office Administration

• Work collaboratively with the Montreal Receptionist and Office Administrator to ensure seamless communication and effectiveness between offices;
• Assist with the hiring and management of third-party contractors (painters, movers, etc.);
• Work with building management to maintain a clean, functional and safe working environment for all staff;
• Manage all office operational procedures and foresee where positive change and operational efficiencies can be made;
• Responsible for light office maintenance (plant watering, kitchen cleanliness, water filters, etc.);
• Coordinate boardroom bookings for both internal and external clients/associations, catering needs, room set-up, technical requirements and meeting logistics as required;
• Prepare financial reports and summaries and reconcile all office expenses (Staples, Wheels, Taxis, Purolator, etc.);
• Route and file various documents;
• Draft and proofread office-wide correspondence;
• Update Staff Directory list and seating plan as needed;
• Assist People and Culture and  Manager, Facilities with the onboarding and termination process of employees (Business cards, new desk area, activation of building key etc.);
• Prepare outgoing mail, courier packages and post daily;
• Receive, open and distribute (invoicing and coding if necessary) incoming courier packages and mail;
• Monitor, order and maintain all office supplies and department specific supplies (paper, ink, etc.);
• Oversee maintenance of office equipment, ensuring equipment is functional at all times (printers, postage meter etc.);
• Oversee maintenance, supplies and operational needs of all common areas, including the reception area, meeting space, production rooms and kitchens (dishwasher, fresh coffee, dishes, etc.), including day-to-day needs; and all common areas tidy and presentable at all times;
• Coordinate boardroom bookings, catering needs, room set-up and meeting logistics as required;
• Assist in the management of all office and offsite storage;
• Purchase and provide healthy food items for Breakfast and Snacks programs while staying within monthly budget;

Administrative support

• Provide some administrative support to the Manager, Facilities/ Senior Executive Assistant to the CEO and Secretary General as needed;
• Participate in administration/coordination meetings, as scheduled;
• Provide general administrative support to the C-Suite, including preparing mail merges, coordinating event invitations, updating contact lists, processing mailings and maintaining files and records;
• Manage independently and/or assist with projects as assigned and provide Manager, Facilities with status updates as required; and
• Other duties as assigned.

• Must be fully bilingual in French and English. Other languages an asset;
• Possess outstanding interpersonal/communication skills and problem solving;
• Pleasant and professional telephone manner;
• Strong regard for business etiquette and confidentiality;
• Very capable of working in a strong team environment
• Demonstrates flexibility, initiative and a strong attention to detail;
• A proactive self-starter with strong motivation to take on multiple initiatives with the ability to adjust to changing priorities and competing deadlines;
• Ability to thrive in a fast paced, creative environment while maintaining a positive attitude;
• Effectively manage time, prioritize workflows and schedules;
• Strong technical skills, including: Microsoft Word, Excel, Outlook, Power Point are a must;
• Knowledge and enthusiasm about sport in Canada an asset;
• Sense of humour appreciated;
• Demonstrates and embodies the COC values of Accountability, Excellence, Fun, Respect and Bravery