Administrative Assistance

Purpose

The goal of the Administrative Assistant is to perform general office support with a variety of clerical activities and related tasks and provide daily administrative support to the management team.

• Monitors incoming telephone calls and forwards calls to appropriate personnel or department 20%
• First point of contact for customers and visitors. Welcomes on-site visitors, ensures proper sign in procedures are completed, and directs guests to appropriate personnel
• Organizes travel arrangements for incoming visitors and employees, where required, while optimizing travel costs in conjunction with requested bookings
• Performs other related clerical duties as requested such as word processing, creating spreadsheets, and presentation or photocopying, filing, and collating information
• Performs general data entry and assists departments with filing needs 10%
• Aids in the preparation and organization of meetings with external customers 10%
• Orders, receives, stocks, and distributes office supplies 5%
• Receives, sorts, and forwards incoming and outgoing mail 5%
• Assists with updating company and department procedures 5%
• Assists in budgeting process with regards to office management 5%
• Other duties as assigned

• A High School Diploma is required
• A Technical Diploma or technical vocational training in Administration or related education is preferred
• Minimum of 2 years of experience in administrative service-oriented role is required
• Experience in travel and booking management
• Must be proficient in spoken and written English
• Basic knowledge of Enterprise Resource Planning System (Navision or similar)
• Basic knowledge of Concur
• Intermediate knowledge of Microsoft Office (Word, Excel, PowerPoint and Outlook)

• Works in a general office environment constantly
• Occasional work in outdoor weather conditions (hot, wet, cold)
• Occasional work near mechanical and environmental noise

• Requirement to lift or carry weight up to 10 lbs. (4.5 kg)
• Occasional requirement for manual hand dexterity
• Occasional to bend or crouch
• No requirement to kneel or crawl
• Endurance is limited to sitting for longer 90 minutes or less at a time before changing to a new activity
• Endurance is limited to standing and walking for longer than 30 minutes but less than 60 minutes at a time before changing to a new activity

• Excellent interpersonal and customer service skills with the ability to create a positive experience for visitors, employees, and external stakeholders.
• Strong communication skills, both written and verbal, and confidence interacting with all levels of the organization.
• Highly organized with the ability to manage multiple priorities, coordinate logistics, and meet deadlines effectively.
• Proactive, resourceful, and able to anticipate needs and take initiative with minimal supervision.
• Strong attention to detail and accuracy in administrative tasks, documentation, and data management.
• Ability to handle confidential information with discretion and professionalism.
• Collaborative team player with a positive attitude and a service-oriented mindset.
• Adaptable and flexible in a fast-paced environment with changing priorities.
• Strong problem-solving skills and the ability to identify practical solutions independently.
• Comfortable using office technology and quickly learning new systems and processes.