administrative assistant

Tasks

• Coordinate the flow of information within the team
• Open and distribute mail and other materials
• Record and prepare minutes of meetings, seminars and conferences
• Determine and establish office procedures and routines
• Schedule and confirm appointments
• Answer telephone and relay telephone calls and messages
• Answer electronic enquiries
• Compile data, statistics and other information
• Order office supplies and maintain inventory
• Arrange travel, related itineraries and make reservations
• Greet people and direct them to contacts or service areas
• Set up and maintain manual and computerized information filing systems
• Type and proofread correspondence, forms and other documents
• Perform data entry

Computer and technology knowledge

• MS Excel
• MS Outlook
• MS Windows
• MS Word
• Electronic scheduler

Technical terminology

• Engineering
• Business

Area of specialization

• Correspondence
• Reports and records
• Invoices

Transportation / travel information

• Public transportation is available

Work conditions and physical capabilities

• Tight deadlines
• Attention to detail
• Large caseload
• Work with minimal supervision

Personal suitability

• Ability to multitask
• Excellent oral communication
• Excellent written communication
• Organized
• Team player
• Accurate
• Reliability

Screening questions

• Are you currently legally able to work in Canada?
• Do you have previous experience in this field of employment?

Support for persons with disabilities

• Provides awareness training to employees to create a welcoming work environment for persons with disabilities
• Applies accessible and inclusive recruitment policies that accommodate persons with disabilities

Support for newcomers and refugees

• Recruits newcomers and / or refugees who were displaced by a conflict or a natural disaster (for example : Ukraine, Afghanistan, etc.)
• Provides diversity and cross-cultural trainings to create a welcoming work environment for newcomers and / or refugees

Support for youths

• Offers mentorship, coaching and / or networking opportunities for youth
• Provides awareness training to employees to create a welcoming work environment for youth

Support for Veterans

• Provides awareness training to employees to create a welcoming work environment for Veterans

Support for Indigenous people

• Offers mentorship, coaching and / or networking opportunities for Indigenous workers
• Provides cultural competency training and / or awareness training to all employees to create a welcoming work environment for Indigenous workers

Supports for visible minorities

• Applies hiring policies that discourage discrimination against members of visible minorities (for example : anonymizing the hiring process, etc.)
• Provides diversity and cross-cultural training to create a welcoming work environment for members of visible minorities