adminWe are seeking a diligent and organized Office Administrative Assistant to join our team and provide crucial support in maintaining efficient office operations. The Office Administrative Assistant will be responsible for performing a wide range of administrative tasks to ensure the office runs smoothly.
Overview
Languages
English
Education
- Secondary (high) school graduation certificate
Experience
7 months to less than 1 year
Responsibilities:
- Office Organization: Maintain a well-organized and tidy office environment by managing supplies, equipment, and office layout.
- Communication: Serve as the first point of contact for incoming calls and visitors, providing courteous and professional assistance. Manage incoming and outgoing emails and correspondence.
- Calendar Management: Assist in scheduling appointments, meetings, and conference calls for team members. Ensure calendars are up-to-date and send reminders as necessary.
- Document Management: Create, format, and proofread documents, reports, and presentations. Organize and maintain physical and digital files.
- Data Entry: Accurately enter data into spreadsheets, databases, and CRM systems. Perform regular data maintenance and ensure data integrity.
- Office Supplies: Monitor inventory levels of office supplies and place orders as needed. Ensure cost-effective procurement while maintaining adequate stock.
- Meeting Support: Prepare meeting agendas, documents, and presentations. Arrange logistics for meetings, including room setup and catering if necessary.
- Travel Arrangements: Assist with travel planning, including booking flights, accommodations, and transportation. Prepare travel itineraries and ensure travel expenses are properly recorded.
- Administrative Tasks: Handle a variety of administrative tasks, including photocopying, scanning, faxing, and filing. Assist in processing mail and shipments.
- Client and Vendor Relations: Maintain positive relationships with clients, vendors, and suppliers. Handle inquiries and facilitate communication as needed.
- Office Security: Monitor office security by ensuring that access is controlled, and visitor logs are maintained. Report any security concerns promptly.
- Ad Hoc Tasks: Assist with special projects and tasks as assigned by management, contributing to the overall efficiency of the office.
Qualifications:
- High school diploma or equivalent; additional education or certification in office administration is a plus.
- Proven experience as an administrative assistant or in a similar role.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office equipment (e.g., printers, copiers).
- Strong organizational and time management skills.
- Excellent communication skills, both written and verbal.
- Attention to detail and accuracy in all tasks.
- Ability to multitask and prioritize tasks effectively.
- Professional demeanor and a strong work ethic.
- Discretion and the ability to handle confidential information.
- Flexibility and adaptability in a dynamic work environment.
Tasks
- Record and prepare minutes of meetings, seminars and conferences
- 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
- Type and proofread correspondence, forms and other documents
- Respond to employee questions and complaints
- Oversee the preparation of reports
- Manage contracts
- Establish and implement policies and procedures
- Assign, co-ordinate and review projects and programs
- Oversee the analysis of employee data and information
- Plan, organize, direct, control and evaluate daily operations
Benefits
Long term 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.
Advertised until
2023-10-20
Here are some frequently asked questions to help you gain a better understanding of this Office administrative assistant:
1: What does an office administrative assistant do?
An office administrative assistant provides administrative support to an office or organization. This includes tasks like managing schedules, handling correspondence, organizing files, and assisting with office operations.
2: What skills are essential for an office administrative assistant?
Essential skills include strong organizational abilities, time management, attention to detail, excellent communication, proficiency in office software (e.g., Microsoft Office), and adaptability.
3: What is the typical work environment for an office administrative assistant?
Office administrative assistants work in a variety of settings, including corporate offices, government agencies, non-profit organizations, healthcare facilities, and educational institutions.
4: What is the difference between an administrative assistant and a secretary?
While the terms are sometimes used interchangeably, administrative assistants typically have a broader range of responsibilities, including office management tasks, whereas secretaries may focus more on administrative support.
5: Do office administrative assistants need formal education?
Formal education is not always required, but many employers prefer candidates with at least a high school diploma or equivalent. Some administrative assistants may pursue post-secondary education or certifications.
6: What are the key responsibilities of an office administrative assistant?
Responsibilities include managing calendars, scheduling meetings, answering phones, drafting emails and documents, maintaining office supplies, handling data entry, and assisting with event planning.
7: How does an administrative assistant handle multiple tasks and deadlines?
Effective time management and prioritization are essential. Administrative assistants often use tools like to-do lists, calendars, and task management software to stay organized.
8: Is customer service part of the job for office administrative assistants?
Yes, many administrative assistants interact with clients, visitors, or employees and must provide excellent customer service by being courteous, helpful, and professional.
9: Can office administrative assistants specialize in specific industries?
Yes, some administrative assistants choose to specialize in areas like legal, medical, or executive support, which may require industry-specific knowledge and skills.
10: What career advancement opportunities are available for office administrative assistants?
Administrative assistants can advance to roles like executive assistant, office manager, or administrative coordinator. Continuing education and skill development are key to career growth.
11: Are there professional organizations for administrative assistants?
Yes, organizations like the International Association of Administrative Professionals (IAAP) offer resources, networking, and certification opportunities for administrative professionals.
12: How do administrative assistants handle confidential information?
They must adhere to strict confidentiality policies and ensure that sensitive information is protected through secure storage and proper disposal.
13: What are the most challenging aspects of being an office administrative assistant?
Challenges can include managing competing priorities, handling demanding tasks, and staying organized in a fast-paced environment.
14: What qualities make an excellent office administrative assistant?
Excellent administrative assistants are proactive, adaptable, reliable, detail-oriented, and possess exceptional problem-solving and communication skills.
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