office administrative assistant

Education:

No degree, certificate or diploma.

Work setting:

• Associations and non profit organizations.
• Community and social services.

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.

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.

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.

Screening questions:

Do you have experience working in this field?.

Experience:

5 years or more.

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.