Administrative Assistant

Responsibilities

Tasks

• Arrange and co-ordinate seminars, conferences, etc.
• Plan and control budget and expenditures
• Supervise other workers
• 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
• Oversee the classification and rating of occupations
• 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
• Liaise with management, union officials and HR consultants
• Negotiate collective agreements on behalf of employers or workers
• Organize staff consultation and grievance procedures
• 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
• Conduct research
• Perform data entry
• Provide customer service
• Work with the marketing department to understand and communicate marketing messages to the field
• Recruit and hire workers and carry out related staffing actions
• Recruit and hire staff
• Maintain and manage digital database
• Perform basic bookkeeping tasks
• Consult with clients after sale to provide ongoing support
• Conduct performance reviews
• Evaluate work environments, programs and procedures to control, eliminate, and prevent disease or injury
• Supervise office and volunteer staff

Additional information

Work conditions and physical capabilities

• Fast-paced environment
• Work under pressure
• Tight deadlines
• Attention to detail
• Repetitive tasks
• Large caseload
• Large workload

Personal suitability

• Ability to multitask
• Excellent oral communication
• Excellent written communication
• Flexibility
• Judgement
• Organized
• Team player
• Accurate
• Client focus
• Reliability
• Time management