JOB SUMMARY:

The Administrative Assistant is responsible for providing administrative support to the Training, Apprenticeship, and Jobs teams.
This role includes performing a variety of administrative tasks, maintaining records, supporting event coordination, and ensuring efficient office operations. The ideal candidate will be highly organized, detail-oriented, and capable of multitasking in a dynamic environment.

QUALIFICATIONS:

• High school diploma or equivalent education.

SKILLS AND EXPERIENCE:

• Minimum 6 months of experience in an administrative role.
• Proficiency in Microsoft Office 365 (Outlook, Word, Excel).
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to handle multiple tasks in a busy, fast-paced environment.
• Familiarity with data entry, record management, and basic office equipment.

KEY RESPONSIBILITIES:

The essential duties and responsibilities of this position include, but are not limited to, the following:

General Administrative Support:

• Perform tasks such as filing, scanning, copying, and data entry.
• Handle correspondence, manage calendars, and support scheduling.
• Provide backup support for reception and other administrative roles as needed.

Records and Database Management:

• Maintain and update databases, ensuring the accuracy of records related to training, apprenticeship, or job placement.
• Process and organize documentation, including registrations, certificates, and reports.

Event Coordination and Support:

• Assist in planning and coordinating events such as training sessions, job fairs, and apprenticeship activities.
• Handle logistics, including event setup, registration, and follow-up.

Communication and Liaison:

• Communicate with internal and external stakeholders, including employers, members, vendors, and training providers.
• Provide information and respond to inquiries about programs and services.

Office Operations:

• Order office supplies, manage inventory, and support IT-related tasks as required.
• Ensure a well-organized and functional office environment.

Marketing and Promotion Support:

• Assist in preparing marketing materials and supporting outreach efforts.
• Help promote services and programs through administrative tasks related to communication and distribution.

Jobs Administrative Assistant Specific Responsibilities:

• Manage records in the applicant tracking system and support recruitment initiatives.
• Assist in coordinating job fairs, recruitment events, and employer communications.
• Handle job-related inquiries and administrative support for job placement services.

REPORTING AND ACCOUNTABILITY:

The position reports to the Team Lead, Jobs, TAJ - West.