Position Summary:
Administrative Assistant is responsible for providing a full range of administrative support work to the Director/Manager and other department staff requiring the application of specialized technical and administrative knowledge and the exercise of initiative, independent judgment, and decision making.
This role includes providing administrative support to ensure efficient operation of the office. Supports Director/Manager and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Typically reports to a manager or head of a unit/department.
Duties may include but not limited to:
Performs administrative duties such as answering phones, scheduling meetings, managing documents, and other general office support to the Director/Manager
Must be able to touch and handle supplies in a safe and non-hazardous manner, maintaining proper hygiene, cleanliness, and disposal methods
Coordinate and expedite the flow of work and materials within or between departments according to established company guidelines.
Process related administrative details in order to keep department operational and effective while achieving results of projects assigned.
Possess skills to expedite clerical processing, evaluate information, and implement or take action based upon information.
Exercise discretion and judgment based on available information related to projects assigned.
Produce and distribute correspondence memos, letters, faxes and forms
Assist in the preparation of regularly scheduled reports
Develop and maintain a filing system
Order office supplies
Book travel arrangements
Submit and reconcile expense reports
Research and creates presentations
Generate reports
Prepare and monitor invoices
Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
Contribute to team effort by accomplishing related results as needed
Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
Organize travel arrangements as per request
Write letters and emails on behalf of other office staff
Book conference calls, rooms, taxis, couriers, hotels etc.
Cover the reception desk when required
Maintain computer and manual filing systems
Handle sensitive information in a confidential manner
Take accurate minutes of meetings
Coordinate office procedures
Reply to email, telephone or face to face enquiries
Develop and update administrative systems to make them more efficient
Resolve administrative problems
Receive, sort and distribute the mail
Answer telephone calls and pass them on
Maintain up-to-date employee holiday records
Coordinate repairs to office equipment
Performs other duties as assigned.
