Administrative Assistant

Work setting

• Willing to relocate

Responsibilities

Tasks

• Arrange and co-ordinate seminars, conferences, etc.
• Supervise other workers
• Train other workers
• 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
• Answer electronic enquiries
• Compile data, statistics and other information
• Order office supplies and maintain inventory
• 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
• Train, direct and motivate staff
• Respond to employee questions and complaints
• Plan, develop and implement recruitment strategies
• Oversee the preparation of reports
• Oversee development of communication strategies
• Oversee the classification and rating of occupations
• Negotiate collective agreements on behalf of employers or workers
• Manage contracts
• Manage training and development strategies
• Assign, co-ordinate and review projects and programs
• Oversee payroll administration
• Advise senior management
• Plan, organize, direct, control and evaluate daily operations

Supervision

• 3-4 people

Experience and specialization

Computer and technology knowledge

• Microsoft Publisher
• Database software
• Accounting software
• Desktop publishing software
• MS Access
• MS Excel
• MS Office
• MS PowerPoint
• MS Word
• MS Windows
• MS Outlook

Area of specialization

• Correspondence
• Reports and records
• Contracts
• Statistics
• Financial statements
• Invoices
• Manuscripts, publications or theses
• Charts, tables, graphs and diagrams

Additional information

Security and safety

• Criminal record check

Transportation/travel information

• Own transportation
• Willing to travel

Work conditions and physical capabilities

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

Personal suitability

• Ability to multitask
• Accurate
• Client focus
• Excellent oral communication
• Excellent written communication
• Flexibility
• Organized
• Reliability