adminWe are seeking a detail-oriented and organized Administrative Specialist to join our team. The Administrative Specialist will play a crucial role in providing administrative support, managing office operations, and ensuring efficient communication within the organization. The ideal candidate should possess excellent organizational and multitasking skills, along with a strong commitment to maintaining a positive and productive work environment.
Overview
Languages
English
Education
- No degree, certificate or diploma
Experience
2 years to less than 3 years
Work setting
- Relocation costs covered by employer
Responsibilities:
- Office Management:
- Oversee daily office operations, including managing office supplies, equipment, and facility maintenance.
- Coordinate and schedule meetings, appointments, and conference room reservations.
- Administrative Support:
- Provide administrative support to executives and team members, including drafting correspondence, preparing reports, and handling inquiries.
- Assist in the preparation and distribution of internal and external communications.
- Document Management:
- Organize and maintain electronic and hard-copy filing systems.
- Ensure the accuracy and confidentiality of documents and records.
- Communication Coordination:
- Facilitate communication within the organization by distributing memos, announcements, and other relevant information.
- Act as a liaison between departments, ensuring effective information flow.
- Data Entry and Analysis:
- Perform data entry tasks accurately and efficiently.
- Assist in data analysis and reporting as needed.
- Travel Coordination:
- Arrange travel plans, accommodations, and itineraries for executives and team members.
- Process travel-related expenses and reimbursements.
- Event Coordination:
- Assist in planning and coordinating company events, meetings, and conferences.
- Ensure all logistical details are organized for successful events.
- Customer Service:
- Provide exceptional customer service to internal and external stakeholders.
- Address inquiries and concerns in a professional and timely manner.
Qualifications:
- Proven experience as an Administrative Specialist, Administrative Assistant, or in a similar role.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong organizational and multitasking abilities.
- Excellent written and verbal communication skills.
- Attention to detail and a high level of accuracy.
Tasks
- Arrange and co-ordinate seminars, conferences, etc.
- Schedule and confirm appointments
- Answer telephone and relay telephone calls and messages
- Answer electronic enquiries
- Compile data, statistics and other information
- Set up and maintain manual and computerized information filing systems
- Type and proofread correspondence, forms and other documents
- Perform basic bookkeeping tasks
- Conduct research
- Perform data entry
- Plan, organize, direct, control and evaluate daily operations
Experience and specialization
Computer and technology knowledge
- MS Excel
- MS Office
- MS Word
- MS Windows
- Information technology
- MS Outlook
Additional information
Work conditions and physical capabilities
- Fast-paced environment
- Repetitive tasks
- Attention to detail
Personal suitability
- Ability to multitask
- Organized
- Team player
- Time management
Benefits
Health benefits
- Dental plan
- Health care plan
Long term benefits
- Life insurance
- Other benefits
Who can apply to this job?
The employer accepts applications from:
- Canadian citizens and permanent or temporary residents of Canada.
- Other candidates with or without a valid Canadian work permit.
How to apply
By email
This job posting includes screening questions. Please answer the following questions when applying:
- Are you currently legally able to work in Canada?
Advertised until
2024-02-17
Here are some frequently asked questions to help you gain a better understanding of this Administrative specialist:
1. What is an Administrative Specialist?
An Administrative Specialist is a professional who provides support in various administrative tasks, ensuring efficient and organized day-to-day operations within an office or organization.
2. What are the key responsibilities of an Administrative Specialist?
Administrative Specialists handle tasks such as managing correspondence, scheduling appointments, organizing meetings, maintaining records, and providing general administrative support to the team.
3. How does an Administrative Specialist differ from an Administrative Assistant?
While the terms are sometimes used interchangeably, an Administrative Specialist often implies a higher level of expertise and specialization in specific areas of administration, such as project coordination or document management.
4. What skills are essential for an Administrative Specialist?
Key skills include excellent organizational abilities, strong communication skills, attention to detail, proficiency in office software, time management, and the ability to handle multiple tasks efficiently.
5. Can an Administrative Specialist work in any industry?
Yes, Administrative Specialists are versatile and can work in various industries, including healthcare, finance, education, and government. Their skills are transferable across different sectors.
6. Is formal education required to become an Administrative Specialist?
While a formal education is beneficial, it is not always mandatory. Many Administrative Specialists gain experience through on-the-job training and may hold certifications or associate degrees in relevant fields.
7. How does an Administrative Specialist contribute to the success of an organization?
Administrative Specialists contribute by ensuring the smooth flow of administrative processes, allowing other team members to focus on their core responsibilities. Their efficiency enhances overall productivity.
8. Can an Administrative Specialist advance in their career?
Yes, Administrative Specialists can advance by taking on more responsibilities, specializing in a specific area (such as project management), or pursuing additional education or certifications.
9. What technology tools do Administrative Specialists commonly use?
Administrative Specialists frequently use office software like Microsoft Office, email platforms, scheduling tools, and project management software to streamline their tasks and enhance productivity.
10. How does an Administrative Specialist handle confidential information?
Administrative Specialists adhere to strict confidentiality protocols. They are trained to handle sensitive information discreetly and follow privacy regulations to ensure the security of organizational data.
11. Can an Administrative Specialist work remotely?
Yes, with the advent of remote work, many Administrative Specialists have the flexibility to work from home. Remote work often requires proficiency in virtual collaboration tools and strong self-discipline.
12. How can someone become an Administrative Specialist?
Individuals can become Administrative Specialists by gaining relevant experience, honing their organizational skills, and staying updated on industry trends. Formal education in business administration or a related field is advantageous.
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