As an Administrative Assistant, you will perform a variety of administrative tasks to support our project teams and ensure smooth office operations. We are seeking a candidate with corporate office administration experience who thrives in a dynamic, fast-paced environment. 

General

• Assist and provide support for all office employees and make sure they have everything they need to do their jobs efficiently.
• Organize and facilitate administrative and other project-related tasks for the FAST Project Manager (e.g. scheduling meetings, taking meeting notes, compiling meeting minutes, etc.).
• Provide additional support to team members as needed (e.g., miscellaneous tasks such as assisting with testing/training materials, printing/collating documents etc.).
• Oversee and maintain vendor relationships and payments (e.g., office supplies, catering, etc.) and communicate with financial departments accordingly.
• Support and guide new hires with relocation (e.g., provide housing suggestions, work on residency permits, etc.).
• Facilitate local recruiting by working closely with the recruiting team to organize interviews, maintain candidate records, and assist with hiring initiatives.
• Contribute to miscellaneous tasks from other projects in the company.
• Maintain records of information (e.g. location specific relocation info, location specific Admin guide, office guidelines, office access/security clearance expiration dates, team building suggestions and contacts etc.).
• Assist our HR team with local compliance and onboarding.

Office

• Communicate with the client on behalf of the team regarding office management (e.g. office access, maintenance, service requests etc.), and share and/or translate internal communication that is relevant to the project team
• Order and maintain office supplies.
• Keep record of roles in the team such as emergency response officers and prevention employees and coordinate with these roles on client side.
• Maintain office phone list.
• Prepare for meetings (i.e., set-up for any special meetings).

Mail 

• Handle general mail pick up & drop off.
• Prepare international mail and arrange for pick up or drop off, including maintaining mailing materials on site.

Special Events and Activities

• Plan team-building outings, coordinate with venues and vendors, create event itineraries, keep track of RSVPs, maintain team-building budget.
• Coordinate and facilitate social outings and lunches as needed.  For many events, this would include showing up prior to the event to ensure everything is ready, provide adequate directions for team members, organization of accommodations for special dietary restrictions, etc.
• Coordinate community service/volunteer opportunities.

FAST is an equal opportunity employer. 

Fast Enterprises is committed to the full inclusion of all qualified individuals. As part of this commitment, Fast Enterprises will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact recruiting@fastenterprises.com. 

We will accept ongoing applications for this role.

Before you submit any documentation with your application, you can redact information that identifies your age, date of birth, or date of attendance at or graduation from an educational institution.