administrative assistant - office

Overview

Languages

Bilingual

Education

• Secondary (high) school graduation certificate

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.

Asset languages

• Spanish

Responsibilities

Tasks

• Arrange and co-ordinate seminars, conferences, etc.
• Assist with staff consultation and grievance procedures
• 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
• Direct and control daily operations
• Evaluate daily operations
• Motivate staff
• Open and distribute mail and other materials
• Plan and organize daily operations
• Review HR projects to assure compliance with laws and regulations
• Supervise other workers
• Train staff
• Establish and implement policies and procedures
• Train other workers
• Record and prepare minutes of meetings, seminars and conferences
• Determine and establish office procedures and routines
• Oversee the classification and rating of occupations
• Plan, develop and implement recruitment strategies
• Schedule and confirm appointments
• Manage contracts
• Manage training and development strategies
• Answer telephone and relay telephone calls and messages
• Oversee the analysis of employee data and information
• Answer electronic enquiries
• Oversee development of communication strategies
• 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
• 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
• Evaluate work environments, programs and procedures to control, eliminate, and prevent disease or injury

Experience and specialization

Computer and technology knowledge

• Acomba
• Automatic data processing (ADP)
• Google Docs
• Sage Accounting Software
• MS Excel
• MS Outlook
• MS PowerPoint
• MS Windows
• MS Word
• Electronic scheduler
• Adobe Photoshop
• Database software
• Project management software
• Accounting software
• Desktop publishing software
• MS Office
• Simply Accounting
• Adobe Acrobat Reader
• Google Drive
• Electronic mail

Technical terminology

• Business

Area of specialization

• Correspondence
• Reports and records
• Contracts
• Financial statements
• Invoices
• Project management
• Accounting

Additional information

Transportation/travel information

• Valid driver's licence

Work conditions and physical capabilities

• Ability to work independently
• Fast-paced environment
• Work under pressure
• Tight deadlines
• Attention to detail
• Repetitive tasks
• 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
• Paramedical services coverage
• Vision care benefits

Financial benefits

• Group insurance benefits
• Life insurance

Other benefits

• Learning/training paid by employer
• Parking available