Reporting to the Human Resources Manager, this position is responsible for managing the reception area while providing administrative support to members of our Office team, including the CEO. This is a hands-on role for someone who takes ownership of their responsibilities, follows through on commitments and can be trusted to complete work accurately and on time.
The successful candidate will be comfortable balancing reception responsibilities, recurring administrative tasks and changing priorities. You must be proactive, professional and confident working with technology, confidential information and senior leaders.
This is a part-time, on-site position offering consistent weekday hours. The typical schedule will be approximately 8:30 a.m. to 2:30 p.m. or 10:00 a.m. to 4:00 p.m., with some flexibility available. The daytime schedule may work well for someone balancing family, school or other commitments.
What You’ll Do:
Reception and Office Coordination
- Act as the first point of contact for visitors, vendors, service providers and incoming callers
- Greet and direct visitors in a warm, professional and helpful manner
- Answer, screen and forward telephone calls accurately and efficiently
- Maintain visitor and team member sign-in and sign-out records
- Receive, sort and distribute incoming mail, courier deliveries and internal correspondence
- Prepare and organize outgoing paperwork and mail for distribution to Suzanne’s stores
- Maintain a professional, organized and welcoming reception area
- Prepare the boardroom for meetings, interviews, presentations and training sessions
- Monitor office supply levels, place orders and ensure essential supplies are available
- Reconcile supply invoices and follow up with vendors to resolve discrepancies
Administrative and Executive Support
- Provide day-to-day administrative assistance to the CEO and other members of the Executive Office team
- Assist with calendars, appointments, meetings and travel arrangements
- Prepare, update, format and distribute forms, reports, spreadsheets, directories and internal communications
- Support the preparation of meeting materials, agendas, notes and follow-up items
- Complete accurate data entry, reporting and basic reconciliations
- Maintain organized electronic and paper filing systems
- Assist departments with administrative projects and time-sensitive requests
- Print and distribute quarterly Top 250 Customer lists
- Coordinate and track employee birthday and work anniversary acknowledgements
- Handle confidential employee and business information with professionalism and discretion
- Complete additional administrative and office responsibilities as assigned
What You Bring:
- Strong computer skills, including proficiency with Microsoft Office, Outlook, Word and Excel
- Experience using SharePoint or similar document management and collaboration platforms
- Experience with retail point-of-sale systems is considered an asset
- Excellent attention to detail and a high standard of accuracy
- Strong organizational, time-management and prioritization skills
- The ability to take ownership of tasks and follow them through to completion
- A proactive approach and the ability to recognize what needs to be done
- Strong written and verbal communication skills
- Professional judgment and the ability to maintain confidentiality
- The ability to manage interruptions and competing priorities without losing track of details
- A dependable work ethic, consistent attendance and a willingness to support the broader team
- Previous experience in reception, office administration, executive assistance or a similar role
What Success Looks Like:
You are someone others can rely on. You keep track of details, meet deadlines and communicate early when you need information or support. You take pride in producing accurate work, maintaining an organized office and helping the Executive Office team operate efficiently.
About Us:
For more than 60 years, Suzanne’s has been helping women across Western Canada look and feel beautiful. Behind our stores is a dedicated team that works collaboratively to support our people, customers and continued success.
We value professionalism, accountability, attention to detail and a genuine willingness to support one another. If you are looking for a welcoming workplace, flexible daytime hours and an important role where your contributions will be noticed and appreciated, we would love to hear from you.
Job Types: Full-time, Permanent
Pay: From $19.00 per hour
Expected hours: 25.0 – 30.0 per week
Benefits:
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Vision care
Application question(s):
- Are you available to work on-site at our Head Office in Chilliwack for 25 to 30 hours per week, Monday through Friday, with a typical schedule of either 8:30 a.m. to 2:30 p.m. or 10:00 a.m. to 4:00 p.m.?
- This position starts at $19.00 per hour. Does this meet your compensation expectations?
- Please describe your experience using Microsoft Outlook, Word and Excel. What Excel functions or tasks are you comfortable completing independently?
- Do you have experience using Microsoft SharePoint or a similar document-management system to save, organize and maintain shared files?
- Please briefly describe any experience you have providing administrative support to senior leaders or executives, including calendar management, meeting preparation, correspondence, reporting or travel arrangements.
Education:
- Secondary School (preferred)
Experience:
- administrative assistant: 1 year (preferred)
- receptionist: 1 year (preferred)
Licence/Certification:
- Driving Licence (required)
Location:
- Chilliwack, BC V2R 5R8 (required)
Work Location: In person
