Secretary

We are a prestigious scale model manufacturer in Downtown Vancouver, that builds architectural scale models for development permits/rezoning applications, municipal governments as well as marketing models for developers.

Job Overview
We are seeking a highly organized and detail-oriented individual to join our team as an Office Secretary.

As a Secretary, you will play a crucial role in maintaining efficient office operations and providing administrative support to ensure smooth workflow.

Duties

• Handle incoming and outgoing communications on behalf of the Owner, including emails, phone calls, and written correspondence.
• Provide administrative support to the Owner, including scheduling appointments, managing calendars, and making travel arrangements.
• Manage the Owner’s calendar, scheduling appointments, meetings, and events with clients
• Perform general clerical duties, including but not limited to photocopying, scanning, and filing digital documents & drawings
• Organize and coordinate meetings, including preparing agendas & materials
• Ensure follow-up on action items from meetings, tracking progress and deadlines.
• Support in various strategic initiatives and special projects, ensuring timely and efficient completion.
• Act as the point of contact for the office, maintaining professional and effective communication skills
• Act as a liaison between clients and internal teams to address client needs and gather feedback

Skills

• Previous experience working as a secretary preferred
• Experienced in reading and understanding architectural drawings
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Ability to quickly learn and adapt to new software systems and tools used within the firm.
• Excellent organizational skills with the ability to prioritize tasks and manage time effectively.
• Strong attention to detail and accuracy in all work performed.
• Experience in communicating and managing client expectations.
• Ability to anticipate needs and proactively identify solutions to potential issues.
• Proficient in English, proficiency in Mandarin is a plus

Job Type: Full-time

Pay: From $20.00 per hour

Expected hours: 40 per week

Benefits:

• Extended health care
• Paid time off

Flexible language requirement:

• French not required

Schedule:

• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• Front desk: 1 year (preferred)
• Administrative experience: 1 year (preferred)

Language:

• Mandarin (preferred)

Work Location: In person