office administrative assistant

Overview

Languages

English

Education

• No degree, certificate or diploma

Experience

5 years or more

On site

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

Work setting

• Associations and non profit organizations
• Community and social services

Responsibilities

Tasks

• Coordinate the flow of information within the team
• Open and distribute mail and other materials
• Plan and organize daily operations
• Determine and establish office procedures and routines
• Schedule and confirm appointments
• Answer electronic enquiries
• Compile data, statistics and other information
• Advise senior management
• Order office supplies and maintain inventory
• Liaise with management, union officials and HR consultants
• Set up and maintain manual and computerized information filing systems
• Type and proofread correspondence, forms and other documents
• Perform data entry
• Work with the marketing department to understand and communicate marketing messages to the field
• Maintain and manage digital database
• Prepare funding and grant applications and proposals
• Organize conferences and meetings
• Negotiate with clients for catering or use of facilities
• Maintain accurate records
• Prepare reports
• Establish administrative procedures
• Prepare draft agendas for meetings and take, transcribe and distribute minutes
• Manage incidents

Experience and specialization

Computer and technology knowledge

• MS Excel
• MS Outlook
• MS PowerPoint
• MS Windows
• MS Word
• Electronic scheduler
• SharePoint
• Desktop publishing software
• MS Office
• Adobe Acrobat Reader
• Presentation software

Documentation knowledge

• Accident or incident reports

Area of specialization

• Reports and records
• Project management

Additional information

Security and safety

• Criminal record check

Work conditions and physical capabilities

• Ability to work independently
• Fast-paced environment
• Work under pressure
• Tight deadlines
• Attention to detail
• Large caseload
• 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

• Health care plan

Financial benefits

• Group insurance benefits

Other benefits

• Free parking available
• Other benefits
• Paid time off (volunteering or personal days)
• Wellness program