POSITION BACKGROUND:

The Administrator supports with day-to-day administrative tasks, serves as the primary point of contact for document control across the Company, manages the internal competency tracking system, and provides front-desk reception coverage. This role requires excellent organizational skills, strong attention to detail, and the ability to prioritize and deliver high-quality work in a fast-paced environment.

QUALIFICATIONS AND SKILLS:

Required

• Minimum 5 years administrative experience.
• Proven ability to work independently as a self-starter with strong initiative, demonstrating drive and reliability without the need for daily task direction.
• Fluent in the English language (reading, written, spoken).
• Moderate to advanced computer skills.
• Ability to deal with the public in a positive, courteous, and respectful manner.
• Ability to handle multiple tasks and frequent demanding deadlines.

Preferred

• 2 years administrative experience, working directly with senior management.
• Post Secondary education in business administration.

Administrative and Reception Support

• Greet and assist visitors in a professional and courteous manner.
• Answer, screen, and direct incoming calls, emails, and inquiries.
• Maintain a tidy and professional reception area.
• Receive, sort, and distribute mail and packages.
• Provide general information and assistance to employees and external stakeholders.
• Provide administrative support to HR and other departments as required.
• Assist HR with scheduling interviews, preparing documents, and other administrative tasks.
• Manage scheduling and project coordination, including meetings, deadlines, agendas, and minutes.
• Coordinate with external stakeholders and logistics for meetings.
• Assist with travel and meeting arrangements for staff as required.
• Review and handle correspondence including notices, requests, and urgent matters.
• Edit/review routine correspondence.
• Maintain organized filing systems (paper and electronic).
• Support internal communications, including distributing announcements or coordinating office events.
• Uphold a strict level of confidentiality.

Document Control

• Maintain document control of all documents within the Library, working with departments to continually create and/or modify documents.
• Collaborate with Human Resources, Training, and IT to develop/update position descriptions as required.
• Maintain electronic copies of SDS documentation.

Competency System Management

• Work with Leadership team to develop/update competencies in conjunction with work procedures.
• Serves as the primary point of contact for employee questions, issues, and error resolution related to the competency system, providing guidance and clarification as needed.
• Act as a change leader, providing training and guidance on system updates.

Other Duties

• Provide back-up support to other administrative support positions in the branch, by setting priorities and assisting with workloads in their absence.

Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.