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Administrative Assistant

Job Summary

We are looking for a proficient administrative assistant that will complete clerical tasks, computing, amongst other administrative tasks as assigned.

  • Minimum Qualification: Bachelor
  • Experience Level: Mid level
  • Experience Length: 3 years

Job Description

Salary: 16,000


Responsibilities

  1. Handling all incoming and outgoing mail, calls, emails, and faxes:
    •    Continuously monitoring, responding to and forwarding incoming emails;
    •    Coordinating messenger and courier service with preferred vendors;
    •    Receiving, sorting, and distributing daily incoming mail to staff; and
    •    Tracking and returning client submittals (e.g. Drawings and reports).
  2. Creating, maintaining, and reviewing office documents, such as invoices, reports, memos, and other administrative records:
    •    Conducting research and generating reports by collecting data from various tools and/or consolidating it into reports;
    •    Typing, proofreading, and distributing general correspondence; and
    •    Updating and maintaining existing procedures and guides, as well as phone lists, mailing lists, and other contact lists.
  3. Filing and organizing paper and electronic documents, such as emails, invoices, reports, and other administrative records:
    •    Converting paper documents to digital using a scanner; and
    •    Assisting with data entry and database maintenance.
  4. Scheduling and coordinating professional meetings, interviews, and appointments, among others:
    •    Maintaining a calendar and coordinating the workflow and meetings;
    •    Preparing meeting agendas as to maximize time efficiency;
    •    Booking conference rooms and other meeting locations;
    •    Securing venues and coordinating catering and other logistics when planning bigger events;
    •    Writing down and summarizing what was discussed during the meeting and distributing a recap to all parties involved; and
    •    Handling travel arrangements for company executives.
  5. Interacting with customers and third parties, keeping track of their files, and addressing their complaints and requests in a timely manner:
    •    Performing follow-up and regular maintenance of client relationships;
    •    Preparing and delivering documents to clients requesting project information and follow-up; and
    •    Ensuring current projects are completed within deadlines.
  6. Maintaining office coordination and resolving any issues and inquiries:
    •    Arranging for repair and maintenance of office equipment;
    •    Ordering missing supplies and maintaining inventory, replacing materials and equipment as needed or instructed; and
    •    Completing expense reports.
    •    Ensuring work area is clean and organized.

Daily Tasks

  • Reviewing and filtering all incoming and outgoing mail, calls, emails, and faxes.
  • Managing an executive’s daily schedule, setting up professional and personal appointments.
  • Acting as a liaison and first point of contact with individuals and organizations.
  • Performing searches and providing information and recommendations.
  • Preparing presentations, documents, and other reports.
  • Filing and organizing paper and electronic documents, such as emails, reports, and other administrative records.

Required Skills and Qualifications

Exceptional organizational and time management skills:

  • Prioritizing and planning work activities as to use time efficiently while managing a high volume, diverse workload; and
  • multitasking; being able to work in a dynamic, fast-paced environment.

High levels of initiative, flexibility and responsiveness:

  • Being able to learn and adapt quickly, while facing continuously changing demands.
  • Great attention to detail and high levels of thoroughness. 

Outstanding interpersonal and communication skills:

  • Communicating clearly, both in writing and verbally, in order to build trust and cultivate relationships with clients, coworkers, and executives;
  • Displaying impeccable and professional phone demeanour;
  • Having a friendly and engaging personality in order to foster and maintain positive relationships; and
  • Displaying strong customer service skills in order to anticipate others’ needs and handle their requests 

Exceptional organizational and time management skills:

  • Prioritizing and planning work activities to use time efficiently while managing a high volume, diverse workload; and
  • Multitasking; being able to work in a dynamic, fast-paced environment.

High levels of initiative, flexibility and responsiveness:

  • Being able to learn and adapt quickly while facing continuously changing demands.
  • Great attention to detail and high levels of thoroughness.

Outstanding interpersonal and communication skills:

  • Communicating clearly, both in writing and verbally, in order to build trust and cultivate relationships with clients, coworkers, and executives;
  • Displaying impeccable and professional phone demeanour;
  • Having a friendly and engaging personality in order to foster and maintain positive relationships; and
  • Displaying strong customer service skills in order to anticipate others’ needs and handle their requests 

Career Opportunities

  • Assistant Manager
  • Executive Assistant
  • Office Manager
  • Legal Assistant
  • Supervisor

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