Administrative Assistant (225-625)

An Administrative Assistant plays a crucial role in ensuring the smooth operation of an office by handling a wide range of administrative and clerical tasks. This position acts as the backbone of the organization, providing critical support to both managers and employees. The Administrative Assistant is responsible for organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency. The role involves managing schedules, supporting office staff with administrative tasks, maintaining excellent communication, and ensuring the office remains a productive work environment. The ideal candidate will be detail-oriented, organized, and possess strong communication skills, along with the ability to work independently and as part of a team.

Responsibilities

• Manage daily office operations and provide administrative support to staff members.
• Schedule meetings and appointments, and manage calendars efficiently for office personnel.
• Organize and maintain files, ensuring accuracy and confidentiality of information.
• Answer and direct phone calls, handle inquiries, and route calls to appropriate departments.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Coordinate travel arrangements, accommodations, and itinerary planning for team members.
• Monitor and maintain office supplies inventory with reliability and anticipate needs proactively.
• Assist in the preparation of regularly scheduled reports and meeting materials.
• Facilitate communication within the organization to ensure information flows smoothly.
• Support event planning and execution, including conferences, workshops, and training sessions.
• Provide support for special projects and perform other duties as assigned by management.
• Act as the point of contact for external partners and manage vendor and client relationships.

Requirements

• High school diploma or equivalent; post-secondary education is an asset.
• Proven experience as an administrative assistant or in a related role.
• Excellent written and verbal communication skills, strong command of English.
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and office technology.
• Strong organizational skills with a keen attention to detail and problem-solving abilities.
• Ability to work independently, prioritize tasks, and manage time efficiently.
• Customer-service orientation and professional demeanor while interacting with clients.