Office administrative assistant

Overview

Languages

English

Education

• Secondary (high) school graduation certificate

Experience

1 year to less than 2 years

On site

Work must be completed at the physical location. There is no option to work remotely.

Work setting

• Relocation costs not covered by employer
• Willing to relocate

Responsibilities

Tasks

• Assist with staff consultation and grievance procedures
• Coordinate the flow of information within the team
• Direct and control daily operations
• Direct staff
• Evaluate daily operations
• Plan and organize daily operations
• Train staff
• Train other workers
• Record and prepare minutes of meetings, seminars and conferences
• Determine and establish office procedures and routines
• Schedule and confirm appointments
• Manage contracts
• Manage training and development strategies
• Answer telephone and relay telephone calls and messages
• Oversee the analysis of employee data and information
• Answer electronic enquiries
• Oversee development of communication strategies
• Compile data, statistics and other information
• Oversee the preparation of reports
• 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, related itineraries and make reservations
• Greet people and direct them to contacts or service areas
• Type and proofread correspondence, forms and other documents
• Conduct research
• Provide customer service
• Work with the marketing department to understand and communicate marketing messages to the field
• Maintain and manage digital database
• Coaching
• Perform basic bookkeeping tasks
• Conduct performance reviews
• Evaluate work environments, programs and procedures to control, eliminate, and prevent disease or injury
• Supervise office and volunteer staff

Supervision

• 1 to 2 people
• 3-4 people
• 5-10 people

Experience and specialization

Computer and technology knowledge

• MS Excel
• MS Outlook
• MS PowerPoint
• MS Windows
• MS Word
• MS Access
• MS Office
• Quick Books
• Adobe Acrobat Reader
• LinkedIn

Technical terminology

• Business

Area of specialization

• Correspondence

Additional information

Security and safety

• Basic security clearance

Transportation/travel information

• Public transportation is available

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