Office Administrator/Executive Assistant

Our customers and the industry have always believed in us. Our 95-year legacy proves that we have not only adapted to the market but have always provided direction for it. Our secret is our Team, and how we leverage state-of-the-art technology while adhering to sound environmental practices.

THE OPPORTUNITY

Mitchell Press has an opening for an Office Administrator/Executive Assistant reporting to the Human Resources Manager.

DUTIES AND RESPONSIBILITIES

The duties and responsibilities of an Office Administrator/ Executive Assistant include but are not limited to:

Executive Assistant to the President - approximately 20 hrs/wk.

• Maintain strict confidentiality regarding sensitive information and exercise discretion in handling confidential matters.
• Accurately record and produce comprehensive meeting minutes, capturing key discussions, action items, and decisions to facilitate effective communication and follow-up.
• Efficiently handle travel arrangements, planning itineraries and accommodations, and preparing detailed expense reports, ensuring seamless business trips.
• Facilitate smooth in-house and offsite meetings, expertly coordinating logistics, preparing meeting materials, and providing attentive support during sessions.
• Support the President with various administrative tasks, such as drafting and proofreading documents, supporting presentations, and performing other ad hoc duties as required.
• Skillfully manage calendars, meticulously organize schedules, and coordinate appointments, optimizing their productivity and efficiency.

Office Administrator - approximately 20 hrs/wk.

• Proactively take on additional assigned duties, demonstrating adaptability and a willingness to contribute to the overall success of the team and organization.
• Organize and maintain confidential information, documents, and files ensuring easy access and retrieval when needed.
• Perform other duties as assigned.
• General office duties including managing the reception, answering phones, greeting customers and suppliers, and sending, and distributing mail and couriers.
• Administer the company’s fob program and other Human Resources admin tasks.
• Maintain a well-stocked office supplies inventory, diligently monitoring stock levels, placing orders, and organizing supplies to ensure a well-equipped and organized workspace.
• Take ownership of company mail management, ensuring timely and accurate distribution, organization, and tracking of incoming and outgoing correspondence.
• Provide exceptional and professional communication with visitors, team members, and suppliers, ensuring a positive and welcoming experience for all.
• Professionally handle phone calls, efficiently transferring them as necessary, demonstrating exceptional customer service and attentiveness to callers' needs.

QUALIFICATIONS

• Bachelor’s Degree or Diploma in Business Administration and/or relevant business experience.
• Excellent organizational skills with high attention to detail.
• 2-3 years of office admin experience (Executive support preferred).
• Excellent communication skills and the ability to answer phone calls.
• Strong computer skills including fundamental Excel use.
• Familiarity with Outlook Calendar management is a plus.
• Ability to work independently and in a collaborative environment.

This full-time permanent position pays a competitive annual salary commensurate with experience. The Benefits Plan includes extended health and dental and a group pension plan.

Interested? Please forward your resume and cover letter to [email protected], with the email subject line “Office Administrator/Executive Assistant”.

Mitchell is an equal-opportunity employer and encourages all qualified candidates to apply, but please note that only those short-listed will be contacted.