Description
Job description
The Administrative Assistant is responsible for handling the day to day administrative functions, while providing a positive, professional company image with all internal and external contacts, maintaining confidentiality, discretion, tact, diplomacy and flexibility in their daily work routine.
Key Responsibilities
- To demonstrate initiative, within pre-determined guidelines, in handling day-to-day administrative functions;
- To respond to and screen calls/emails /visitors promptly and handle appropriately;
- To schedule /coordinate all appointments and meetings;
- To coordinate travel arrangements for Management; including flights, hotel & car reservations & prepare an itinerary for executives;
- To prepare presentation materials, or statistical reports and distribute as required;
- To maintain and process expense accounts for the executives;
- To develop & maintain a well organized filing system that permits easy reference and rapid retrieval of information ;
- To attend meetings and take minutes as appropriate, including room set up and clean up at the end of the meeting;
- To conduct research and compile data as required;
- To prepare and/or edit internal and external letters, memos and emails;
- To continually expand and update professional knowledge;
- To work collaboratively as part of the Administrative Professionals team, taking an active & participatory role in the Administrative forum;
- Work in a position of trust with vulnerable adults (residents);
- Uphold and promote the organization's values and philosophy relating particularly to ethics, morality, and integrity as set out in the Code of Conduct;
- Complete other duties as assigned.
Qualifications
- Business Administration degree or diploma
- Completion of Business/ Admin courses and 3-5 years comprehensive general office experience
- Must be proactive, self-disciplined and able to demonstrate a high level of productivity
- Highly organized and detail oriented; able to multitask, work under pressure and meet deadlines
- Demonstrated excellence in communication skills, written & verbal
- Demonstrated ability to effectively prioritize work and workflow
- Must present a professional and polished image at all times; exhibiting a friendly and personable approach
- Extremely customer focused, always delivering exceptional service
- High degree of interpersonal skills, with ability to deal successfully with both internal and external clients
- Ability to deal with matters of a confidential and sensitive nature, exercising good judgment at all times
- Must exhibit flexibility and adaptability to change
- Exceptional Microsoft computer skills (Word, Excel, PowerPoint, Outlook)
- Flexibility in working hours to meet Management and clients needs
- Must provide a complete and current (within six months) Vulnerable Sector Check (including a Criminal Background Check) or be willing to obtain one
If you're motivated by the privilege of serving our seniors with dignity, respect and compassion, come join us!