Administrative Assistant

GenoLogics Life Sciences Software

November 21, 2013

Original postings on the Viatec site are removed after the position is closed, but the posting will be archived here. The original posting was at

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Job Specialization: 
Company Overview: 

GenoLogics offers an attractive total compensation package including benefit. We thank everyone for their interest in this position; only short-listed applicants will be contacted. A hiring decision will be made as soon as we find the perfect candidate. Interviewing will be ongoing until such time. 

GenoLogics is well positioned for success within its marketplace. GenoLogics has been a proud recipient of both the Human Resources Excellence Award and the Product of the Year Award, as awarded by the Vancouver Island Technology Association (VIATeC). For more information about GenoLogics, including corporate and career information, please visit

Job Summary: 

GenoLogics is seeking an energetic and enthusiastic Administrative Assistant. We are searching for someone that thrives in an exciting and dynamic work environment; someone who is both personable and professional, with an overwhelming drive to succeed.

The Administrative Assistant works with both internal and external key stakeholders to ensure office operations are smooth and efficient, and will be tasked with all general administrative responsibilities of the business. This role will work closely with the both the Talent and Culture and the Sales and Marketing teams. The Administrative Assistant will serve many internal customers and provide support across the entire organization. This role also has a large responsibility in representing GenoLogics to many of its business partners.

This is not your typical “office management” position. GenoLogics’ approach to managing an organization and its people is anything but traditional. We’re looking for an outstanding candidate that will help to create, enhance, and preserve the “GenoLogics Experience.” We’re looking for someone who will take pride in being the voice and face of GenoLogics to its many business partners, vendors, suppliers, and guests. If you long to be part of a progressive company where excellence is seen as an absolute core competence, take notice. We are looking for someone with a cheerful and optimistic outlook; a team-player and a self-starter. This diverse role will enable you to utilize your strong customer service and problem solving abilities making you an extremely valuable member of our team. We’re looking for someone who is smart, confident, and highly capable, but equally important, someone energetic with a great sense of humour and an upbeat personality.


Front Desk

  • Champion office operations to ensure the office runs effectively and efficiently including:
    • Full phone coverage
    • Mail and couriers
    • Basic office supplies and maintenance
    • Basic kitchen supplies and cleaning
    • Business visitors and guests
    • Liaise with suppliers and vendors, as necessary
  • Own all administrative support, including data entry, word processing, photocopying, etc.
  • Build relationships with various external product/service providers to ensure good quality and pricing
  • Maintain all office and phone equipment (calling upon IT resources as required) to ensure good functional order; provides end-user training and instruction


  • Assist with all small event/meeting logistics, including facilities, audio-visual, catering, etc.
  • Function as the liaison with Vancouver Island Technology Park (VITP) handling most transactions between the company and VITP
  • Coordinate facility security, including employee access and training
  • Communication all administrative policies and procedures to new employees
  • Participate on the social committee and assist with social event planning throughout the year
  • Assist with the company’s charitable and community involvement initiatives
  • Function as the liaison with Geffen Catering handling all office catering requests
  • Own and maintain the corporate calendar on a regular basis and communicate company wide
  • Own the weekly company huddle process
  • Become a WebEx expert and own the WebEx set-up for company meetings
  • Assist with relocation and orientation for employees that are visiting or new to Victoria
  • Own the corporate wiki page and all online company administration resources 

Talent & Culture

  • Assist with orientation program and scheduling
  • Assist with job posting and recruitment schedules as necessary
  • Assist with training and development scheduling as necessary
  • Assist with employee gifts and distribution

Sales and Marketing

  • Assist with conference/tradeshow booking and travel as necessary
  • Assist with the production of literature packs as necessary 


  • Self-starter with an ability to take direction from a variety of sources
  • Strong business communication skills in both written and verbal form
  • High level of accuracy and attention to detail
  • Excellent organizational skills, time management and project management skills, with an ability to balance multiple priorities, in a fast-paced, dynamic work environment
  • Good judgment, strong problem-solving abilities and conflict resolution skills
  • Friendly and upbeat personality with a genuine affinity for working with people
  • Ability to establish and maintain effective working relationships with all internal and external stakeholders
  • Solid understanding of what is involved in quality internal and external customer service
  • Ability to work independently and while supporting a collaborative team environment
  • Proven ability to maintain and handle confidential records and information
  • Computer proficiency using MS Office applications (Word, Excel, PowerPoint)
  • Post-secondary courses or diploma in business communications or office management would be an asset
  • Experience with Customer Relationship Management (CRM) tools and processes would be an asset
  • At least 3+ years experience as a Receptionist or Office Administrator 
How To Apply: 

If you are interested in applying for this position, please email your resume and cover letter (one PDF attachment) to

Other Info: