Administrative Assistant/Office Manager – Cornerstone Planning Group

BLANKSLATE Partners is thrilled to be supporting our client Cornerstone Planning Group, located on Granville Island, as they search for an Administrative Assistant/Office Manager, to add to their small, dynamic team.  If you are passionate about organization, supporting a wonderful team, and want to love what you do, we would love to hear from you.  

About Cornerstone Planning Group:

Cornerstone is a boutique consultancy located on Granville Island (dog friendly office) in Vancouver, BC, Canada. Specializing in strategic planning for public sector organizations -- typically related to organizational design and infrastructure requirements -- our work emphasizes long-term planning and rigorous research into relevant trends and service demand patterns. Our work spans a wide variety of sectors, and facilities can include: hospitals, libraries, community centers, transitional housing, art and culture venues, theaters, schools and universities, clinics, offices, industrial workshops and yards, and more. 

About the role:

We are seeking a highly organized and proactive Administrative Assistant/Office Manager to join our team. This role will play a crucial part in ensuring the smooth operation of our office, providing support to our team members, and facilitating efficient workflow.

What You’ll Do:

• Manage calendars, schedule meetings, and coordinate appointments for team members.
• Ensure timely communication and follow-up regarding meeting arrangements.
• Responsible for ordering office supplies, equipment, and materials as needed.
• Monitor inventory levels and replenish supplies to maintain office efficiency.
• Handle basic IT setup and troubleshooting tasks.
• Liaise with external IT experts for more complex technical issues.
• Organize food, drinks, and celebrations for team events and special occasions.
• Coordinate logistics for office gatherings and activities.
• Assist in planning and coordinating company events, workshops, and seminars.
• Manage event logistics, including venue booking, catering, and attendee coordination.
• Maintain the cleanliness and tidiness of the office space.
• Water plants and ensure a welcoming environment for staff and visitors.
• Coordinate travel bookings and accommodations for team members.
• Handle itinerary management and provide necessary travel support.
• Collect and organize receipts, invoices, and expense reports.
• Reconcile credit card transactions by matching receipts and following up on missing documentation.
• Oversee accounts receivable and follow up on outstanding invoices.
• Manage reimbursements and track expenses accurately.
• Assist team members with personal administrative tasks, such as booking appointments and arranging services like tire changes or paramedical appointments.

• Coordinate with team members to ensure coverage during business hours.
• Occasionally assist with physical tasks such as moving office equipment or furniture.
• Keep team resumes updated with relevant projects and experiences.
• Maintain a database of team members' credentials and achievements.
• Assist with the preparation of project plans and other documentation as needed.
• Manage IT licenses and subscriptions. 
• Ability to layout and graphically develop proposal materials, and support with content as requested (ideal)
• Track employee vacation days and maintain the vacation schedule.
• Check mail.
• Update and maintain the proposal tracking spreadsheet.
• Pull and compile project hours on a monthly basis from Harvest for invoicing.
• Track sub-consultant billing and project-related expenses

Requirements

• Prior experience in office administration
• Excellent written, verbal and interpersonal communication skills
• Collaborative team player who is self-motivated to work autonomously
• Impeccable attention to detail in execution
• Tech savvy - can learn, adopt and help others to use tool such as MS Office Suite 
• Proactive and problem solver who can react quickly to changing needs in a dynamic environment

Benefits

Salary target: 50,000-60,000 annual salary

Comprehensive benefits

On-site in beautiful Granville Island office

3 weeks vacation

5 paid sick days