OVERVIEW

The Administrative Assistant (AA) updates and maintains paper and electronic files, proofs reports, prepares courier shipments and updates production scheduling. The AA reports to the VP of Finance (alternate: the President).

GENERAL REQUIREMENTS

• Work independently and with co-workers
• Perform tasks in accordance with instruction given by the VP
• Direct questions and concerns to the VP and advise immediately if there are issues
• Share expertise by training co-workers as required

MINIMUM QUALIFICATIONS

• English Language Skills – Listening, Speaking, Reading and Writing
• Intermediate: understanding and creating moderately complex spoken and written communication in moderately demanding situations of language use within the four areas
• Computer Skills
• Intermediate: locate and retrieve files in various directories, create, open, save and close files/folders, print documents, recognize file formats, rename and delete files, use/troubleshoot peripheral devices (i.e. scanners)
• College Office Administration Certificate or equivalent work experience (minimum 2 years)
  Working Hours are Monday to Friday, 9am - 12p

TASKS

• Maintain Records: Update Excel Spreadsheets, manage and maintain an efficient and organized system of filing documents (hardcopy and electronic)
• Correspondence: Type and proof internal/external communications, reports, orders and production tickets
• Logistics: Prepare courier shipments, export customs documents and bulk mailings
• Administrative Support: Prepare month-end reports, create and distribute work orders, operate office equipment, order offices supplies, and place service calls. Organize, execute and maintain some internal events (distribution of employee birthday cards, various reservations for incoming clients etc.)
• Additional Support: Greet and direct visitors, manage phones, serve refreshments to customers and visitors as required, and assist other staff with duties as required

RESPONSIBILITIES

• Perform all work efficiently, professionally and in a manner which guarantees the accuracy of the documents produced
• Treat customers and vendors in a courteous and professional manner
• Keep all information confidential
• Be available for training (upgrading/cross-training etc.)