administrative assistant

• Work Term : Permanent
• Work Language : English
• Hours : 35 hours per week
• Education : College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years
• Experience : 1 year to less than 2 years
• or equivalent experience

Work setting

• Service
• General office
• Urban area

Tasks

• Arrange and co-ordinate seminars, conferences, etc.
• Coordinate the flow of information within the team
• Evaluate daily operations
• Open and distribute mail and other materials
• Establish and implement policies and procedures
• Record and prepare minutes of meetings, seminars and conferences
• Schedule and confirm appointments
• Answer telephone and relay telephone calls and messages
• Answer electronic enquiries
• Order office supplies and maintain inventory
• 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
• Analyze incoming and outgoing memoranda, submissions and reports
• Prepare and co-ordinate the production and submission of summary briefs and reports
• Prepare agendas and make arrangements for committee, board and other meetings
• Prepare invoices, reports, memos, letters, financial statements and administer contracts and other documents
• Plan, organize, direct, control and evaluate daily operations
• Manage events
• Prepare reports and others documents for consideration and presentation to executive committees and boards of directors
• Compile data to prepare documents

Computer and technology knowledge

• MS Excel
• MS Outlook
• MS PowerPoint
• MS Word
• MS Office
• Spreadsheet
• Database management

Area of work experience

• Business administration / management
• Auditing
• Project coordination

Area of specialization

Correspondence

Security and safety

• Basic security clearance
• Criminal record check

Work conditions and physical capabilities

• Ability to work independently
• Fast-paced environment
• Work under pressure
• Tight deadlines
• Attention to detail
• Large caseload
• Large workload
• Overtime required

Personal suitability

• Excellent oral communication
• Excellent written communication
• Flexibility
• Organized
• Team player
• Accurate
• Reliability
• Dependability
• Quick learner
• Initiative
• Efficient interpersonal skills
• Hardworking
• Proactive

Health benefits

• Dental plan
• Disability benefits
• Health care plan
• Paramedical services coverage
• Vision care benefits

Financial benefits

• Group insurance benefits
• Life insurance

Long term benefits

Long-term care insurance

Other benefits

• Other benefits
• Parking available
• Wellness program

Support for persons with disabilities

• Provides physical accessibility accommodations (for example : ramps, elevators, etc.)
• Provides visual accessibility accommodations (for example : braille, screen readers, etc.)
• Provides auditory accessibility accommodations (for example : transcription software, teletypewriters, etc.)
• Participates in a government or community program or initiative that supports persons with disabilities
• Offers mentorship, coaching and / or networking opportunities 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

• Participates in a government or community program or initiative that supports newcomers and / or refugees
• Assists with immediate settlement needs of newcomers and / or refugees (for example : housing, transportation, storage, childcare, winter clothing, etc.)
• Supports social and labour market integration of newcomers and / or refugees (for example : facilitating access to community resources, language training, skills training, etc.)
• Recruits newcomers and / or refugees who were displaced by a conflict or a natural disaster (for example : Ukraine, Afghanistan, etc.)
• Supports newcomers and / or refugees with foreign credential recognition
• Offers mentorship programs that pair newcomers and / or refugees with experienced employees
• Provides diversity and cross-cultural trainings to create a welcoming work environment for newcomers and / or refugees

Support for youths

• Participates in a government or community program or initiative that supports youth employment
• Offers on-the-job training tailored to youth
• 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

• Participates in a government or community program or initiative that supports Veterans
• Offers mentorship, coaching and / or networking opportunities for Veterans
• Provides awareness training to employees to create a welcoming work environment for Veterans
• Recruits Veterans and other candidates with military experience through targeted hiring initiatives (for example : job fairs, outreach programs etc.)
• Assists with immediate transition needs of Veterans (for example : relocation, housing, etc.)
• Offers workshops, counselling services or other resources to help Veterans navigate their transition into the civilian workforce (for example : adapting to different organizational structures)
• Supports Veterans in translating their military skills and experience into the language of the civilian job market
• Offers flexible onboarding options to allow Veterans to gradually adapt to the civilian workplace (for example : gradually increasing hours and responsibilities, etc.)

Support for Indigenous people

• Participates in a government or community program or initiative that supports Indigenous people
• Offers mentorship, coaching and / or networking opportunities for Indigenous workers
• Develops and maintains relationships with indigenous communities, indigenous-owned businesses and organizations
• Provides cultural competency training and / or awareness training to all employees to create a welcoming work environment for Indigenous workers
• Facilitates access to Elders who can offer support and guidance to Indigenous workers

Support for mature workers

• Participates in a government or community program or initiative that supports mature workers
• Applies hiring policies that discourage age discrimination
• Provides staff with awareness training to create a welcoming work environment for mature workers
• Offers mentorship, coaching and / or networking opportunities for mature workers
• Offers phased retirement options that allow mature workers to gradually reduce their workload (for example : flexible or reduced work hours, part time employment, project-based or seasonal work, etc.)
• Offers phased re-entry options for mature workers who are returning to work after retiring (for example : gradually increasing hours and responsibilities)
• Provides workspace accommodations, such as age-appropriate ergonomic considerations, to meet the physical needs of mature workers (for example : adjustable desks and chairs, accessible parking, etc.)
• Offers resources to help mature workers plan their retirement (for example : financial planning, access to pension and benefits, lifestyle adjustments, etc.)

Supports for visible minorities

• Participates in a government or community program or initiative that supports members of visible minorities
• Applies hiring policies that discourage discrimination against members of visible minorities (for example : anonymizing the hiring process, etc.)
• Offers mentorship programs that pair members of visible minorities with experienced employees
• Provides diversity and cross-cultural training to create a welcoming work environment for members of visible minorities
30+ days ago