administrative assistant

Additional Information

• Work Term: Permanent
• Work Language: English
• Hours: 37.5 hours per week
• Education: Secondary (high) school graduation certificate
• Experience: 1 year to less than 2 years
• or equivalent experience

Work setting

• Relocation costs not covered by employer
• Willing to relocate
• Transportation, communication and utilities

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
• Compile data, statistics and other information
• 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
• Train, direct and motivate staff
• Supervise office and volunteer staff
• Respond to employee questions and complaints
• Plan, develop and implement recruitment strategies
• Plan and control budget and expenditures
• Perform basic bookkeeping tasks
• Oversee the preparation of reports
• Oversee development of communication strategies
• Oversee the classification and rating of occupations
• Negotiate collective agreements on behalf of employers or workers
• Manage contracts
• Manage training and development strategies
• Establish and implement policies and procedures
• Consult with clients after sale to provide ongoing support
• Conduct performance reviews
• Conduct research
• Assign, co-ordinate and review projects and programs
• Organize and administer staff consultation and grievance procedures
• Perform data entry
• Oversee payroll administration
• Provide customer service
• Liaise with management, union officials and HR consultants
• Advise senior management
• Oversee the analysis of employee data and information
• Work with the marketing department to understand and communicate marketing messages to the field
• Plan, organize, direct, control and evaluate daily operations

Computer and technology knowledge

• MS Access
• MS Excel
• MS Office
• MS PowerPoint
• MS Word
• Quick Books
• MS Windows
• Electronic mail
• MS Outlook

Technical terminology

• Business

Area of work experience

• Occupational health and safety

Area of specialization

• Correspondence
• Reports and records
• Invoices
• Payroll services

Security and safety

• Basic security clearance

Transportation/travel information

• Public transportation is available

Work conditions and physical capabilities

• Fast-paced environment
• Work under pressure
• Tight deadlines
• Repetitive tasks
• Attention to detail
• Large caseload
• Large workload

Personal suitability

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