adminWe are seeking a detail-oriented and organized individual to join our team as an Administrative Assistant. As an Administrative Assistant, you will provide essential support to our organization by performing various administrative and clerical tasks. Your responsibilities will include managing schedules, coordinating meetings and events, preparing documents and reports, answering phone calls and emails, and providing general administrative support to ensure the smooth operation of our office.
Job details
- Location: 35 Old is RD Montague, PEC0A 1R0
- Salary: 24.00 hourly / 40 hours per week
- Terms of employment Permanent employment: Full time Day, Evening, Morning
- Start date: Starts as soon as possible
- Vacancies 1
- Verified
Overview
Languages
English
Education
- Secondary (high) school graduation certificate
Experience
1 year to less than 2 years
Responsibilities:
- Manage calendars, schedule appointments, and coordinate meetings and events.
- Prepare and distribute correspondence, memos, reports, and other documents.
- Answer phone calls, respond to inquiries, and redirect calls when necessary.
- Monitor and respond to emails in a timely and professional manner.
- Maintain and organize files, both electronic and physical, ensuring easy retrieval of information.
- Greet visitors, provide them with necessary information, and direct them to the appropriate person or department.
- Perform data entry and update databases, ensuring accuracy and completeness of information.
- Assist in the preparation of presentations, meeting materials, and reports.
- Coordinate travel arrangements and accommodations for staff when required.
- Order and maintain office supplies, ensuring availability and restocking as needed.
- Assist with the coordination and logistics of special events and conferences.
- Maintain confidentiality of sensitive information and exercise discretion in handling confidential matters.
- Collaborate with team members and provide general administrative support as needed.
Requirements:
- High school diploma or equivalent; additional education or certifications in office administration or related fields is a plus.
- Proven experience as an administrative assistant or in a similar role.
- Strong organizational and time management skills to handle multiple tasks and prioritize effectively.
- Excellent written and verbal communication skills, with attention to detail.
- Proficient in using computer applications such as Microsoft Office (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Ability to handle phone calls and inquiries in a professional and friendly manner.
- Strong interpersonal skills and the ability to work well with individuals at all levels of the organization.
- Ability to maintain confidentiality and handle sensitive information with integrity.
- Strong problem-solving skills and the ability to adapt to changing priorities.
- Knowledge of office equipment and basic office management procedures.
- Ability to work independently with minimal supervision and as part of a team when needed.
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
- 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
- Establish and implement policies and procedures
- Plan, organize, direct, control and evaluate daily operations
Additional information
Work conditions and physical capabilities
- Fast-paced environment
- Repetitive tasks
Personal suitability
- Ability to multitask
- Reliability
- Team player
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.
How to apply
By email
How-to-apply instructions
Here is what you must include in your application:
Advertised until
2023-08-10
Here are some frequently asked questions to help you gain a better understanding of this Administrative assistant:
What does an administrative assistant do?
Administrative assistants are responsible for a wide range of tasks that support the smooth operation of an office or organization. Their responsibilities may include managing schedules, coordinating meetings and events, answering phone calls and emails, preparing documents and reports, organizing files, and providing general administrative support to various departments.
What skills and qualifications are required to become an administrative assistant?
To become an administrative assistant, certain skills and qualifications are beneficial:
- Strong organizational and time management skills to handle multiple tasks and prioritize effectively.
- Excellent written and verbal communication skills to communicate with colleagues and external parties.
- Proficiency in computer applications such as word processing, spreadsheet management, and email communication.
- Attention to detail to ensure accuracy in document preparation and data entry.
- Strong interpersonal skills to interact with individuals at all levels of the organization.
- Ability to maintain confidentiality and handle sensitive information.
- Adaptability and the ability to work well under pressure in a fast-paced environment.
- Knowledge of office equipment and basic office management procedures.
- Previous experience in administrative roles or relevant education can be advantageous, but it is not always required.
How important is the role of an administrative assistant?
Administrative assistants play a vital role in organizations by providing essential support to management and employees. They ensure that administrative tasks are completed efficiently and accurately, allowing other team members to focus on their core responsibilities. Administrative assistants contribute to the overall productivity and effectiveness of the organization.
Can administrative assistants advance their careers?
Yes, administrative assistants can advance their careers through various pathways. They can develop their skills and knowledge through professional development courses or certifications. Advancement opportunities may include becoming a senior administrative assistant, an office manager, or transitioning into roles such as human resources, project management, or executive support.
What are the key qualities of a successful administrative assistant?
Successful administrative assistants possess certain qualities that contribute to their effectiveness in their roles. These qualities include:
- Strong organizational and time management skills.
- Excellent communication skills, both written and verbal.
- Attention to detail and accuracy in their work.
- Flexibility and adaptability to handle changing priorities.
- Proactive problem-solving and decision-making abilities.
- Professionalism and a customer service-oriented mindset.
- Ability to maintain confidentiality and handle sensitive information.
- Strong teamwork and collaboration skills.
How can individuals pursue a career as an administrative assistant?
Individuals interested in pursuing a career as an administrative assistant can start by gaining relevant skills and experience. They can consider completing a certificate or diploma program in administrative studies or a related field. Seeking internships or entry-level positions in office environments can provide valuable hands-on experience. Networking with professionals in the field and utilizing job search resources can also help individuals find opportunities in this career path.
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