Administrative Assistant

Creative Agency Seeks Administrative Assistant

Our fast-paced design agency is looking for a highly motivated, energetic, and professional individual to join our team as the new Administrative Assistant. The successful candidate will complete a variety of office and client administrative tasks.

Our company is a cutting-edge web and graphic design company located in the heart of downtown Vancouver. We are well known for delivering pre-eminent design quality and tailored technical solutions that push the limits of new and emerging technology.

We are seeking an organized, efficient and proactive individual to join our small team of professionals. We are looking for someone with exceptional customer service skills that will represent our company in all interactions with clients, staff, suppliers and potential clients.

Requirements

The successful candidate will meet the following requirements:

  • Proficient in Microsoft Office software including Outlook, Word and Excel (advanced skill)
  • Tech savvy, as demonstrated by use of major social media platforms and familiarity with various programs and software
  • Excellent communication
  • Basic financial knowledge is a plus
  • Working knowledge of QuickBooks

Responsibilities

  • Assisting the Principal by scheduling meetings and making telephone calls, preparing written correspondence
  • Scheduling client, internal team meetings and managing the master calendar
  • Greeting, welcoming, and communicating with clients in person, on the phone and via e-mail
  • Keeping office clean and organized
  • Coordinating courier and mail services
  • Managing office supplies and document storage
  • Set up credit applications with vendors
  • Assisting creative staff with general admin duties, oversee staff time management system
  • Act as initial contact and corporate host for visitors
  • Coordinate cost-effective domestic and international travel arrangements and itineraries for Principal
  • Help create project jobs in Function Fox (Project Management tool)
  • Create and manage company profiles, payables and receivables
  • Assist with general proofing of documents (when required)
  • Working with outside accounting team and doing A/R

Qualifications

Completion of post secondary business courses and a minimum of two years experience in a professional office environment completing similar administrative tasks. Previous experience in the advertising industry is an asset.

Skills & Abilities

  • Highly motivated and proactive
  • Proficient multitasker with an ability to meet multiple concurrent deadlines
  • Detail oriented with a focus on organization
  • Sound writing skills and ability to develop written communication, letters and reports
  • Demonstrated ability to effectively interact with the team, vendors and clients at all levels
  • Ability to apply sound judgment and a positive approach to solving problems
  • Works effectively within a team-focused environment as well as independently
  • Exceptional, energetic customer service skills; with a focus on client satisfaction
  • Strong verbal, writing and comprehension skills
  • Sound interpersonal skills; personable and shows flexibility when working with others
  • Assist in Request for Proposal (RFP) submissions
  • Ability to keep track of project profitability, monthly and annual billing

Assets

  • Knowledge of WordPress, Adobe Creative Suite, Salesforce, Hootsuite
  • Working with the public sector
  • Online media buying experience – Facebook, Google Ads, and Twitter
  • Familiar with online media publishers
  • Understanding of Website/Hosting/Domain maintenance/management
  • Familiar with Function Fox management – Expense tracking/management (matching job costs to payment received)
  • Understanding popular social media tools (Facebook, Twitter, LinkedIn, YouTube, and Hootsuite)

Applying

We provide a friendly and innovative team environment, competitive compensation, and medical benefits. Please respond to this posting via email to careers@kimbodesign.ca and attach your resume along with a link to your LinkedIn profile and salary expectations. Tell us why you see this role as a good fit for your interests and skills. We thank all those who apply but we will only be responding to select candidates.