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Office Administrative Assistant

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Hill & Knowlton

1mo ago

  • Job
    Full-time
    Mid Level
  • People, HR & Administration
  • Toronto
  • Quick Apply

AI generated summary

  • You will produce documents, process expense claims and invoices, book travel, coordinate meetings, and support account teams while collaborating nationally and maintaining internal programs.
  • You will produce documents, process invoices, coordinate meetings and travel, support client account teams, manage internal requests, and assist with expense claims and administrative tasks.

Requirements

  • Here is what you would be doing:
  • Helps produce high quality and high impact documents (reports, presentations, proposals, etc.) using PowerPoint, Word, and Excel
  • Process and coordinate internal and external gift requests
  • Assist with monthly expense claim reconciliation.
  • Assist with processing of vendor invoices, and other accounting matters, including timesheet support.
  • Books conference calls, taxis, couriers, hotels, etc.
  • Works with other administrative staff to establish best practices, coordinated internal processes, and supports each other as required.
  • Collaborates with others nationally, makes meaningful connections with others.
  • Actively supports H&K internal programs.
  • Actively supports H&K internal programs. This includes assisting teams maintain client trackers; client invoicing (drafting cover letters, confirming POs, confirming invoice amounts, etc.)
  • Liaise on behalf of the account teams with internal H&K departments for new vendor requests, new job code requests.
  • Assist with drafting SOWs, master supplier agreements, standard agreements, etc.; liaise with internal Contracts department for review and to ensure compliance.
  • Provide support to client account teams as needed.
  • Coordinates team meetings and ensures all meetings are organized from scheduling, to printed materials, location logistics, food, beverage and more.
  • Manages miscellaneous duties including filing (electronic and hard copy), scanning, photocopying, courier, and mail.
  • Helps book travel arrangements.

Responsibilities

  • Helps produce high quality and high impact documents (reports, presentations, proposals, etc.) using PowerPoint, Word, and Excel
  • Process and coordinate internal and external gift requests
  • Assist with monthly expense claim reconciliation
  • Assist with processing of vendor invoices, and other accounting matters, including timesheet support
  • Books conference calls, taxis, couriers, hotels, etc.
  • Works with other administrative staff to establish best practices, coordinated internal processes, and supports each other as required
  • Collaborates with others nationally, makes meaningful connections with others
  • Actively supports H&K internal programs
  • Actively supports H&K internal programs. This includes assisting teams maintain client trackers; client invoicing (drafting cover letters, confirming POs, confirming invoice amounts, etc.)
  • Liaise on behalf of the account teams with internal H&K departments for new vendor requests, new job code requests
  • Assist with drafting SOWs, master supplier agreements, standard agreements, etc.; liaise with internal Contracts department for review and to ensure compliance
  • Provide support to client account teams as needed
  • Coordinates team meetings and ensures all meetings are organized from scheduling, to printed materials, location logistics, food, beverage and more
  • Manages miscellaneous duties including filing (electronic and hard copy), scanning, photocopying, courier, and mail
  • Helps book travel arrangements

FAQs

What are the primary responsibilities of the Office Administrative Assistant?

The primary responsibilities include producing high-quality documents, processing gift requests and vendor invoices, assisting with expense claim reconciliation, booking travel and logistics, and providing support to client account teams.

What skills are required for this position?

Candidates should possess strong organizational skills, proficiency in Microsoft PowerPoint, Word, and Excel, excellent communication abilities, and a collaborative spirit.

Is experience in a similar role necessary to apply?

Yes, we are looking for an experienced administrative assistant with a background in providing support in a dynamic office environment.

What kind of culture does Hill & Knowlton promote?

Hill & Knowlton fosters a positive company culture focused on collaboration, diversity, equity, and inclusion, encouraging employees to work together and support each other.

Will I be working solely in the Toronto office?

No, while the position primarily supports the Toronto campus, the Administrative Assistant will also collaborate with teams across H&K Canada.

What type of clients does Hill & Knowlton work with?

Hill & Knowlton works with a wide range of local and global clients across various sectors, providing strategic communication, marketing, and corporate affairs solutions.

Does the role involve working with clients directly?

The role primarily supports internal teams, but it may involve assisting with client account coordination duties and liaising with account teams as needed.

Are there opportunities for professional growth within the company?

Yes, Hill & Knowlton is committed to employee development and offers opportunities for growth within the organization.

Is there a focus on teamwork in this role?

Yes, collaboration with other administrative staff and national teams is a key aspect of this position, and building meaningful connections is highly valued.

How does Hill & Knowlton value diversity and inclusion?

Diversity, equity, and inclusion are strategic imperatives for Hill & Knowlton, driving innovation and creativity while fostering a workforce that reflects various cultures and experiences.

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Hill & Knowlton

Telecommunications
Industry
1001-5000
Employees

Mission & Purpose

Hill & Knowlton is the global strategic communications leader for transformation. A trusted partner for sustainable value creation and protection, we help brands, businesses and leaders build reputation, manage risk, and create breakthrough opportunities for growth. Founded in 1927, today’s Hill & Knowlton operates 70 offices in over 30 countries, providing advisory, public relations and creative solutions to local and global clients. Our global team offers integrated strategic services, grounded in deep sector expertise, and enabled by creativity and intelligence. Headquartered in New York, Hill & Knowlton is part of WPP, the world’s largest marketing and communications services company.