Administrative Assistant

Summary

Job responsibilites

• Administration of a team spread across Canada where most interaction with individual team members will be electronic or over the phone. The assistant will need to have very strong communications skills to adapt their communication styles to each team member and insure that instructions or needs are understood without being to confirm in person. This may include: ordering supplies, ensuring proper functioning of office equipment, computer and telephone arrangements for staff, and liaising with technical support and other central services on behalf of team members.
• Coordinates a variety of meetings and events for staff and visitors (including international representatives) by scheduling date and location, ensuring hospitality, communications materials, audio-visual arrangements, national/international videoconferencing and teleconferencing, preparing meeting agendas, assembling appropriate background information, respecting international protocol and taking into account different cultural backgrounds and expectations for meetings and hospitality.
• Tracking application submissions and information from clients, ensuring central storage of documentation and information, arranging international travel schedules and making accommodations for large groups overseas, working with Communications and International team members to prepare information for distribution, ensuring that all mission processes are followed and all needs are met. This may include corresponding with other government departments about these clients and applications or mission logistics and dealing with the procurement of services overseas and financial processes related to these missions.
• Deals with complex international travel arrangements, bookings, itinerary building, information and briefing compilation, and travel claims.
• Establishes and maintains an efficient filing system to ensure rapid retrieval of correspondence and reference material and an effective bring-forward and tracking system. This will include devising and maintaining both a physical and electronic system to track and capture documentation that is sent across the country to ensure receipt, completion, and submission of documentation to the appropriate parties. This will be done in an environment where there is no available electronic file sharing system and will require vigilance and attention to detail. The assistant will need to communicate their needs in relation to this documentation effectively with all parties involved.

Job requirements

• Managing the flow of correspondence and incoming telephone calls.
• Coordinating the preparation of briefing material and correspondence.
• Organizing and managing office, including agenda, controlling the flow of documents and monitoring deadlines.
• Processing requests for goods and services (i.e. couriers, supplies, translation services, temporary help services etc.) for an office.
• Experience and proficiency in the use of Microsoft Office suite including Word, Excel, Power Point and Outlook.
• Experience providing administrative support services including arranging meetings, making travel arrangements and claims, and maintaining files.
• Experience in drafting and proofreading minutes, memos and letters.
• Thorough knowledge of office administration procedures.
• Ability to manage multiple competing priorities on a daily basis.
• Experience working internationally.
• Meticulous, detailed, and conscientious worker.
• Quick learner who is comfortable working independently with little guidance.