Administrative assistant

Job Overview

Education and Experience

• Secondary (high) school graduation certificate or equivalent experience
• No prior experience required; will train

Key Tasks

• Arrange and coordinate seminars, conferences, etc.
• Assist with staff consultation and grievance procedures
• Coordinate HR department activities to meet organizational goals
• Coordinate the flow of information within the team
• Direct and control daily operations
• Direct staff and supervise other workers
• Evaluate daily operations and motivate staff
• Open and distribute mail and other materials
• Plan and control budget and expenditures
• Plan and organize daily operations
• Review HR projects for compliance with laws and regulations
• Train staff and establish policies and procedures

Additional Tasks

• Record and prepare minutes of meetings, seminars, and conferences
• Determine and establish office procedures and routines
• Oversee classification and rating of occupations
• Plan, develop, and implement recruitment strategies
• Schedule and confirm appointments
• Manage contracts and training and development strategies
• Answer telephone and relay calls and messages
• Oversee analysis of employee data and information
• Answer electronic enquiries
• Oversee development of communication strategies
• Compile data, statistics, and other information
• Oversee preparation of reports

Further Tasks

• Advise senior management
• Respond to employee questions and complaints
• Order office supplies and maintain inventory
• Liaise with management, union officials, and HR consultants
• Negotiate collective agreements on behalf of employers or workers
• Organize staff consultation and grievance procedures
• Oversee payroll administration
• Arrange travel, itineraries, and reservations
• Greet people and direct them to contacts or service areas
• Set up and maintain manual and computerized filing systems
• Type and proofread correspondence, forms, and documents
• Conduct research and perform data entry

Additional Duties

• Provide customer service
• Work with marketing department to communicate marketing messages
• Recruit and hire workers and carry out staffing actions
• Maintain and manage digital database
• Coaching
• Perform basic bookkeeping tasks
• Consult with clients after sale to provide ongoing support
• Conduct performance reviews
• Evaluate work environments to control, eliminate, and prevent disease or injury
• Supervise office and volunteer staff

Personal Suitability

• Ability to multitask
• Excellent oral communication
• Excellent written communication
• Flexibility
• Judgement
• Organized
• Team player
• Accurate
• Client focus
• Reliability
• Time management
• Adaptability

Additional Suitability

• Accountability
• Dependability
• Due diligence
• Quick learner
• Resourcefulness

Employment Terms

• Evening, shift, flexible hours, morning
• Day shift to be determined

Benefits

• Bonus
• Learning/training paid by employer
• Other benefits
• Paid time off (volunteering or personal days)
• Team building opportunities
• Parking available
• Wellness program