adminWe are currently seeking a highly organized and detail-oriented Administrative Assistant to join our team. The Administrative Assistant will play a crucial role in supporting daily office operations, providing assistance to various departments, and ensuring efficient communication within the organization. The ideal candidate should have excellent multitasking skills, strong communication abilities, and a proactive approach to problem-solving.
Overview
Languages
English
Education
- College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years
Experience
1 year to less than 2 years
Responsibilities:
- Office Coordination:
- Greet visitors, answer phone calls, and manage inquiries with professionalism.
- Maintain a clean and organized office environment, including managing office supplies.
- Calendar Management:
- Schedule and coordinate appointments, meetings, and conferences.
- Prepare meeting rooms and ensure necessary materials are available.
- Correspondence and Communication:
- Draft and edit emails, letters, and other documents as needed.
- Facilitate communication between team members and external contacts.
- Data Entry and Record Keeping:
- Input and update information in databases and spreadsheets.
- Maintain accurate records and ensure data integrity.
- Travel Arrangements:
- Assist in making travel arrangements for staff, including booking flights, accommodations, and transportation.
- Prepare detailed itineraries for business travel.
- Task Coordination:
- Collaborate with team members to ensure tasks and projects are completed on time.
- Provide administrative support to various departments as required.
- Filing and Document Management:
- Organize and maintain physical and electronic filing systems.
- Retrieve and archive documents as needed.
- Meeting Support:
- Attend meetings and take minutes when required.
- Assist in preparing meeting agendas and distributing relevant materials.
Qualifications:
- Proven experience as an Administrative Assistant or in a similar role.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook).
- Strong organizational and time management skills.
Tasks
- Arrange and co-ordinate seminars, conferences, etc.
- 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
- 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
- Type and proofread correspondence, forms and other documents
Experience and specialization
Computer and technology knowledge
Additional information
Security and safety
Transportation/travel information
Work conditions and physical capabilities
- Work under pressure
- Repetitive tasks
- Attention to detail
Personal suitability
- Ability to multitask
- Client focus
- Excellent oral communication
- Excellent written communication
- Organized
- Reliability
Who can apply to this job?
Only apply to this job if:
- You are a Canadian citizen, a permanent or a temporary resident of Canada.
- You have a valid Canadian work permit.
If you are not authorized to work in Canada, do not apply. The employer will not respond to your application.
Advertised until
2024-02-23
Here are some frequently asked questions to help you gain a better understanding of this Administrative assistant:
1. Who is an Administrative Assistant?
An Administrative Assistant is a professional who provides clerical and organizational support to executives, teams, or entire departments within an organization. They play a key role in facilitating efficient workflow and ensuring day-to-day tasks run seamlessly.
2. What Sets Administrative Assistants Apart in the Corporate Landscape?
Administrative Assistants stand out for their adaptability and versatility. They are often the first point of contact for both internal and external stakeholders, managing various responsibilities that contribute to the overall efficiency of the organization.
3. Do Administrative Assistants Need Formal Education?
While a high school diploma may be sufficient for entry-level positions, many Administrative Assistants have additional education or certifications in business administration, office management, or related fields. Strong organizational and communication skills are equally important.
4. What Skills are Essential for an Administrative Assistant?
Essential skills include proficiency in office software, excellent communication, time management, and attention to detail. Administrative Assistants often excel in multitasking, problem-solving, and maintaining confidentiality in handling sensitive information.
5. How Can Aspiring Administrative Assistants Gain Experience?
Aspiring Administrative Assistants can gain experience through internships, entry-level positions, or volunteer opportunities. Developing strong organizational and interpersonal skills is crucial for success in this role.
6. What’s the Role of an Administrative Assistant in an Organization?
Administrative Assistants handle a range of tasks, including managing calendars, scheduling meetings, handling correspondence, and maintaining records. They may also assist with travel arrangements, prepare reports, and act as a liaison between executives and other staff.
7. Can Administrative Assistants Specialize in Certain Industries?
Yes, Administrative Assistants can specialize in various industries such as healthcare, finance, legal, or academia. Specialization often involves acquiring industry-specific knowledge and adapting administrative tasks to the unique needs of the sector.
8. How Do Administrative Assistants Ensure Smooth Office Operations?
Administrative Assistants ensure smooth operations by being proactive in anticipating needs, maintaining organized systems, and efficiently managing tasks. They act as a central hub for information and play a crucial role in fostering effective communication within the organization.
9. What Challenges Do Administrative Assistants Face?
Challenges may include handling a high volume of tasks, managing conflicting priorities, and adapting to changing demands. Administrative Assistants must be adept at handling pressure while maintaining a positive and professional demeanor.
10. What’s the Most Rewarding Aspect of Being an Administrative Assistant?
For many Administrative Assistants, the most rewarding aspect is contributing to the overall success of the organization. They take pride in ensuring that executives and teams can focus on their core responsibilities, knowing that the administrative aspects are well-managed.
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