Administrative Assistant

Responsibilities

Tasks

• Record and prepare minutes of meetings, seminars and conferences
• Determine and establish office procedures and routines
• Schedule and confirm appointments
• Answer telephone and relay telephone calls and messages
• Oversee the analysis of employee data and information
• Answer electronic enquiries
• Compile data, statistics and other information
• Oversee the preparation of reports
• Respond to employee questions and complaints
• Order office supplies and maintain inventory
• Plan, organize, direct, control and evaluate daily operations
• 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
• Work with the marketing department to understand and communicate marketing messages to the field
• Perform basic bookkeeping tasks
• Supervise office and volunteer staff

Experience and specialization

Computer and technology knowledge

• MS Excel
• MS Outlook
• MS Word
• Accounting software
• MS Office
• Adobe Acrobat Reader

Technical terminology

• Financial
• Business

Bookkeeping and accounting

• Manual

Area of specialization

• Correspondence
• Reports and records
• Statistics
• Financial statements
• Invoices
• Charts, tables, graphs and diagrams
• Accounting

Additional information

Security and safety

• Bondable

Transportation/travel information

• Own transportation

Work conditions and physical capabilities

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

Personal suitability

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

Benefits

Other benefits

• Free parking available
• Other benefits
• Parking available