personal assistant - office

Education:

Secondary (high) school graduation certificate. or equivalent experience.

Tasks:

• Arrange and co-ordinate seminars, conferences, etc..
• Coordinate the flow of information within the team.
• Open and distribute mail and other materials.
• Record and prepare minutes of meetings, seminars and conferences.
• Determine and establish office procedures and routines.
• Schedule and confirm appointments.
• Answer telephone and relay telephone calls and messages.
• Answer electronic enquiries.
• Compile data, statistics and other information.
• Order office supplies and maintain inventory.
• Liaise with management, union officials and HR consultants.
• Arrange travel, related itineraries and make reservations.
• Greet people and direct them to contacts or service areas.
• Type and proofread correspondence, forms and other documents.
• Perform data entry.
• Provide customer service.
• Maintain and manage digital database.

Computer and technology knowledge:

• MS Excel.
• MS PowerPoint.
• MS Word.
• SharePoint.
• MS Office.
• Google Drive.

Security and safety:

• Criminal record check.
• Child welfare check.
• Vulnerable sector check.

Transportation/travel information:

• Own vehicle.
• Willing to travel.
• Willing to travel regularly.
• 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 caseload.
• 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.

Screening questions:

• Are you available for shift or on-call work?.
• Do you have experience working in this field?.
• Do you have the required certifications listed in the job posting?.
• Do you meet the language requirements listed in the job posting for the position (English or French)?.

Experience:

2 years to less than 3 years.

Health benefits:

• Dental plan.
• Disability benefits.
• Health care plan.
• Paramedical services coverage.
• Vision care benefits.

Financial benefits:

• Group insurance benefits.

Other benefits:

• Free parking available.
• Paid time off (volunteering or personal days).
• Team building opportunities.
• Parking available.

Support for persons with disabilities:

Applies accessible and inclusive recruitment policies that accommodate persons with disabilities .

Support for newcomers and refugees:

Supports social and labour market integration of newcomers and/or refugees (for example: facilitating access to community resources, language training, skills training, etc.). Supports newcomers and/or refugees with foreign credential recognition.

Support for youths:

Offers on-the-job training tailored to youth. Offers mentorship, coaching and/or networking opportunities for youth.

Support for Indigenous people:

Participates in a government or community program or initiative that supports Indigenous people. Offers mentorship, coaching and/or networking opportunities for Indigenous workers . Develops and maintains relationships with indigenous communities, indigenous-owned businesses and organizations . Provides cultural competency training and/or awareness training to all employees to create a welcoming work environment for Indigenous workers . Facilitates access to Elders who can offer support and guidance to Indigenous workers .

Support for mature workers:

Applies hiring policies that discourage age discrimination . Provides workspace accommodations, such as age-appropriate ergonomic considerations, to meet the physical needs of mature workers (for example: adjustable desks and chairs, accessible parking, etc.) .

Supports for visible minorities:

Applies hiring policies that discourage discrimination against members of visible minorities (for example: anonymizing the hiring process, etc.).