Ralmax Group
  • 10-Jul-2019 to 26-Jul-2019 (PST)
  • Victoria, BC, CAN
  • Full Time

Job Summary:

The Ralmax Group is searching for an experienced, reliable and task-oriented Administrative Assistant that will work directly with the Head Office team. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced corporate environment. Reporting to the CFO, the Administrative Assistant is a key resource within the head office team. Administrative support duties include drafting letters, memos and documents, updating the phone list and corporate databases; preparing reports and presentations, handling and organizing sensitive and confidential information, and performing clerical functions in support of the Group's senior management team. This position is also responsible for receptionist duties. The ideal candidate is professional, courteous, and welcoming. Some of the receptionist tasks include answering phones, welcoming visitors, arranging conference calls, ordering supplies, maintaining the office kitchen and scheduling meetings/appointments.

Essential Duties and Responsibilities:

  • Answers and directs telephone calls appropriately and professionally;
  • Greet scheduled and unscheduled visitors;
  • Maintain office supply stock, including ordering (requisitions) & receiving both physically and in the system;
  • Receive incoming mail and prepare/ send outgoing mail as well as arrange courier services when required;
  • Assist in drafting correspondence; letters and documents; collecting and analyzing information; initiating communications on behalf of Management;
  • Prepare corporate presentations and binders for Management team;
  • Coordinates booking of rooms and facilities for meetings, reservations, and company functions;
  • Coordinate and host refreshments and luncheons for meetings;
  • Administer the Shaw Smartvoice Phone System for the Group of Companies;
  • Assist Finance, Human Resources, and Management with administrative tasks as needed;
  • Assist the operating companies with data entry into the health and safety system;
  • Work with the HR Manager to coordinate and update the Ralmax Group internal website;
  • Assist HR Manager in recruitment process; drafting job descriptions and postings; scheduling interviews, etc.;
  • May be assigned special or ad hoc projects, on a regular basis.
  • Arrange travel for Management when required.


  • A minimum of three (3) to five (5) years in a Senior Administrative Assistant role;
  • Post-secondary education in an Administrative field is a strong asset;
  • Polite, professional, and friendly welcoming and courteous to employees and customers;
  • Excellent customer service; experience in a professional office where strong communication and customer relation skills are essential;
  • You are highly competent in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook;
  • You are highly organized in terms of time, space and tasks. Whether it is with files, digital resources, and materials, or with the allocation of your time and conflicting priorities needing strong workflow management, you feel a sense of pride and accomplishment when everything is in order;
  • You are self-motivated and results focused with a sense of accountability and have an ability to plan and organize work efficiently and effectively;
  • Ability to liaise and communicate effectively with all levels of staff and management;
  • High level of discretion and confidentiality is a must;
  • Ability to set, commit to and meet deadlines;
  • Ability to work under pressure and adapt to changing business needs;
  • Highly flexible, with solid interpersonal skills that allow one to work effectively in a diverse working environment;
  • Excellent communication and interpersonal skills are required.
Ralmax Group
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