Administrative Assistant

Work setting

• Transportation, communication and utilities

Responsibilities

Tasks

• Supervise other workers
• Train staff
• Establish and implement policies and procedures
• Train other workers
• Train, direct and motivate staff
• Assign, co-ordinate and review projects and programs
• Record and prepare minutes of meetings, seminars and conferences
• Determine and establish office procedures and routines
• Plan, develop and implement recruitment strategies
• Schedule and confirm appointments
• Manage contracts
• Manage training and development strategies
• Answer telephone and relay telephone calls and messages
• Oversee the analysis of employee data and information
• Answer electronic enquiries
• Oversee development of communication strategies
• Compile data, statistics and other information
• Oversee the preparation of reports
• Advise senior management
• Respond to employee questions and complaints
• Order office supplies and maintain inventory
• Oversee payroll administration
• Plan, organize, direct, control and evaluate daily operations
• Arrange travel, related itineraries and make reservations
• Greet people and direct them to contacts or service areas
• Open and distribute regular and electronic incoming mail and other material and co-ordinate the flow of information
• Set up and maintain manual and computerized information filing systems
• Type and proofread correspondence, forms and other documents
• Perform data entry
• Provide customer service
• Recruit and hire workers and carry out related staffing actions
• Recruit and hire staff
• Maintain and manage digital database
• Perform basic bookkeeping tasks
• Conduct performance reviews
• Supervise office and volunteer staff

Supervision

• 3-4 people

Experience and specialization

Computer and technology knowledge

• Google Docs
• Jira
• Microsoft Visio
• MS Excel
• MS Outlook
• MS PowerPoint
• MS Windows
• MS Word
• Electronic scheduler
• Database software
• Information technology
• SharePoint
• Accounting software
• MS Access
• MS Office
• Quick Books
• Google Drive
• LinkedIn
• Electronic mail

Technical terminology

• Business

Area of work experience

• Purchasing, procurement and contracts

Area of specialization

• Correspondence
• Reports and records
• Contracts
• Statistics
• Charts, tables, graphs and diagrams
• Project management
• Business process management

Additional information

Security and safety

• Bondable
• Basic security clearance
• Criminal record check

Work conditions and physical capabilities

• Ability to work independently
• Fast-paced environment
• Work under pressure
• Tight deadlines
• Attention to detail
• Repetitive tasks
• Large workload
• Work with minimal supervision

Personal suitability

• Ability to multitask
• Flexibility
• Judgement
• Organized
• Team player
• Accurate
• Client focus
• Reliability
• Time management
• Adaptability
• Dependability
• Due diligence
• Quick learner