Assistant, People & Culture Team - Remote

at  Circular Materials

OVERVIEW

Reporting to the Director, People and Culture, the Assistant, People & Culture Team - Remote is a key member of the People and Culture team and contributing to the seamless operation of our organization’s human resources and corporate services functions. This role is integral to maintaining the efficiency and effectiveness of our People and Culture department, directly impacting the experience of our employees and stakeholders.
The Assistant will handle a wide range of administrative duties, requiring exceptional interpersonal skills, independent judgment, and the ability to navigate a fast-paced, high-pressure environment. This position is also entrusted with managing confidential information, underscoring its importance in our organization.

QUALIFICATIONS

• Post -secondary studies, preferably in business or human resources administration.
• Minimum 5 years’ administrative experience in a related environment.
• An equivalent combination of education and experience may be considered.
• Excellent written and verbal communication skills, with keen attention to detail.
• Advanced proficiency in Microsoft 365 (Word, Excel, PowerPoint, Teams, Outlook, SharePoint) and other relevant software.
• Ability to deliver results quickly and efficiently
• Proactive approach to identifying and solving problems
• Exceptional organizational and time management skills with the ability to handle multiple tasks and prioritize effectively.
• Ability to maintain confidentiality and handle sensitive information with integrity.
• Excellent interpersonal skills, the ability to build and maintain relationships with diverse stakeholders.
• Flexible, collaborative team player who thrives in a dynamic, fast paced work environment.

• Administrative Support: Serve as the primary administrative support for the Director, People and Culture, and the team. This includes managing calendars, preparing high-level documentation and presentations, processing essential forms, and coordinating with key office vendors, couriers, and property managers to ensure smooth operations.
• Communication and Collaboration: Act as a liaison for key committees such as the Internal Communication Committee and Joint Health and Safety Committee. Track and update actions arising from meetings, develop and distribute meeting agendas and materials, and ensure all participants are thoroughly prepared for discussions that shape our organization’s direction.
• Office & Facilities Management: Oversee a wide range of office and facilities management tasks to ensure a well-organized and efficient workplace. Responsibilities include:
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• Managing the reception area, including checking and forwarding voicemails, faxes, and mail to the appropriate parties.

• Maintaining relationships with property managers and office vendors, including Iron Mountain, and Shred-It, to ensure seamless operations.
• Handling office supply management, such as ordering stationery, kitchen supplies, coffee, water filter replacements, and scheduling office access passes.
• Coordinating with couriers (e.g., FedEx, Same Day Rush) for both in-office and remote employee needs, including scheduling pickups and forwarding packages to home addresses.
• Keeping the office environment clean and organized, including tasks like tidying the kitchen, loading/unloading the dishwasher, watering plants, and arranging for cleaning services.
• Managing office-related documentation, such as updating vendors with new company information & ordering business cards.
• Meeting Coordination: Assist in the planning, scheduling, and coordination of meetings. This includes liaising with colleagues, executives, and other stakeholders to determine meeting dates, securing meeting venues/virtual means, and arranging necessary resources.
• Meeting Minutes: Attend meetings and accurately record detailed minutes, capturing essential discussions, decisions, and action items. Prepare comprehensive meeting minutes promptly for review and approval.
• Special Projects: Contribute to people and culture initiatives that drive organizational improvement. Assist in special projects related to process enhancement, policy updates, and the implementation of best practices that align with our strategic goals.
• Head Social Committee: Head the Social Committee, spearheading the planning and execution of events that foster employee engagement and organizational culture throughout the year.
• Recruitment Support: Help Draft Job Postings
• Employee Onboarding & Exit Coordination: Facilitate a smooth onboarding process for new employees by running criminal background checks and manage exit formalities for departing employees, such as scheduling the return of IT equipment and ensuring all necessary documentation and procedures are completed.