Receptionist and Office Assistant

Summary

Crestview Strategy is a high-performance, high-growth public affairs agency looking for a Receptionist and Office Assistant to join our Operations Team.

We service clients in every part of Canada and abroad based out of our offices in Calgary, Edmonton, Halifax, London, U.K., Ottawa, Toronto, Vancouver, and Washington, D.C. This position is based in the Toronto office.

We work with large companies, not-for-profits and industry associations on a wide variety of interesting and complicated issues, and we are looking for a talented and motivated team player to join our growing team.

Reporting to the Operations Manager, you will be responsible for our Toronto office reception desk and Toronto Office scheduling, providing end to end operational support and administrative service for our clients, Crestview Strategy Team and Executives and helping with Operations agency-wide project execution.

Responsibilities

• Manage contacts, calendar and scheduling for executive team, with external stakeholders and government executives
• Manage Toronto office reception, mail and courier, emails, printing, and filing
• Maintain proper safety and security etiquette and protocol as set out by office
• Create and maintain administrative record-keeping systems for projects, publications, travel, and conferences
• Undertake shipping and receiving duties, including heavy items
• Lead and manage correspondence and gifting for the agency.
• Coordinate visits from general vendors and contractors
• Assist with booking and coordinating travel for visiting staff and clients
• Attend Toronto and Ontario office-specific meetings and assist with note/minute taking, meeting room preparation and setup of audio-video equipment
• Maintain office supplies inventory, including weekly snacks, coffee/tea, and stationery and field supplies
• Liaise with building management for cleaning, repairs, maintenance, security,
• Maintain tidiness, organization, and general upkeep of the office including but not limited to kitchen area, workstations and office spaces
• Undertake various safety related tasks such as office inspections and booking training
• Book meeting rooms, prepare set up and troubleshoot audio-video equipment
• Assist with planning office outings, client events and company social events
• Assist in organizing logistics for conferences and other events
• Plan catering for office functions and meetings
• Assist the Operations Director, other office teams, and Operations Team with special projects and additional support, as needed
• Perform other related duties, as assigned

Requirements

• Client service focus and experience working with C-suite executives
• Strong work ethic, organized and detail-oriented
• Comfortable working in fast-paced and constantly evolving environments
• Minimum two years of administrative working experience
• Proficient in Microsoft Office Programs and applications (Outlook, MS Word, Excel, PowerPoint, One Drive, One Note, Sharepoint and MS Teams)
• Service-focused approach to client service and
• Ability to acquire skills and knowledge specific to an assigned project, and a knack for becoming an expert on new topics.
• Ability to work collaboratively as part of a distributed and/or remote team
• Ability to work effectively in a low structure environment, often with little or no instruction
• Working knowledge of general administrative operations
• Excellent communication and organizational skills
• Ability to prioritize tasks to meet deadlines with attention to detail
• Ability to work both independently and to effectively collaborate with others as part of a team
• Punctual and reliable

Position Details:

This position is an in office position that is based out of our office in downtown Toronto and will involve travel when needed.

At Crestview Strategy, we welcome diverse and innovative thinking, and are committed to creating an inclusive environment for all employees. If you thrive for opportunity and growth in a dynamic environment, and are passionate about civic engagement, we would love to hear from you!

Crestview Strategy thanks all applicants in advance. Only those candidates selected for an interview will be contacted. We are committed to inclusive, barrier-free recruitment and selection processes, and work environment. We will be happy to work with applicants requesting accommodation at any stage of the hiring process.