administrative assistant

Overview

Languages

French

Education

• College/CEGEP
• or equivalent experience

Experience

3 years to less than 5 years

On site

Work must be completed at the physical location. There is no option to work remotely.

Responsibilities

Tasks

• Arrange and co-ordinate seminars, conferences, etc.
• Coordinate the activities of the HR department in order to ensure they meet the organization’s goals
• Coordinate the flow of information within the team
• Evaluate daily operations
• Motivate staff
• Open and distribute mail and other materials
• Plan and control budget and expenditures
• Plan and organize daily operations
• Train staff
• Establish and implement policies and procedures
• Record and prepare minutes of meetings, seminars and conferences
• Determine and establish office procedures and routines
• Schedule and confirm appointments
• Manage contracts
• Answer telephone and relay telephone calls and messages
• Oversee the analysis of employee data and information
• Answer electronic enquiries
• Compile data, statistics and other information
• Oversee the preparation of reports
• Advise senior management
• Respond to employee questions and complaints
• Order office supplies and maintain inventory
• Arrange travel, related itineraries and make reservations
• Greet people and direct them to contacts or service areas
• Set up and maintain manual and computerized information filing systems
• Type and proofread correspondence, forms and other documents
• Conduct research
• Perform data entry
• Provide customer service
• Work with the marketing department to understand and communicate marketing messages to the field
• Maintain and manage digital database
• Perform basic bookkeeping tasks
• Consult with clients after sale to provide ongoing support

Experience and specialization

Area of specialization

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

Additional information

Work conditions and physical capabilities

• Ability to work independently
• Tight deadlines
• Attention to detail
• Large workload
• Work with minimal supervision

Personal suitability

• Ability to multitask
• Excellent oral communication
• Excellent written communication
• Flexibility
• Judgement
• Organized
• Team player
• Accurate
• Client focus
• Reliability
• Time management
• Adaptability
• Accountability
• Dependability
• Due diligence
• Quick learner

Benefits

Health benefits

• Disability benefits
• Health care plan

Financial benefits

• Group insurance benefits
• Life insurance

Other benefits

• Learning/training paid by employer
• Paid time off (volunteering or personal days)
• Team building opportunities
• Parking available
• Travel insurance