Job in Canada
Administrative Assistant Needed In Canada By 14117972 Canada Inc
As an Administrative Assistant, you will provide administrative support to ensure efficient operation of the office or department. Your role involves handling various tasks, including managing schedules, organizing files, communicating with clients and stakeholders, and performing general clerical duties to facilitate smooth workflow and enhance productivity.
Job details
- Location: Brampton, ON
- Salary: 27.00 hourly / 35 hours per week
- Terms of employment Permanent employment: Full time Flexible Hours, To be determined
- Start date: Starts as soon as possible
- Vacancies 1
- Verified
Overview
Languages
English
Education
- Secondary (high) school graduation certificate
Experience
Experience an asset
Responsibilities:
- Scheduling and Calendar Management:
- Coordinate and schedule appointments, meetings, and conference calls for managers or team members, using digital calendars and scheduling software.
- Arrange travel accommodations, including flights, accommodations, and transportation, and prepare itineraries as needed.
- Communication and Correspondence:
- Screen and route incoming calls, emails, and correspondence, responding to inquiries or forwarding messages to appropriate parties.
- Draft and proofread emails, letters, memos, and reports, ensuring accuracy, clarity, and adherence to company standards.
- File Management and Documentation:
- Organize and maintain electronic and physical filing systems, including documents, records, and reports, ensuring confidentiality and easy retrieval.
- Scan, photocopy, and distribute documents, and file or dispose of outdated materials in accordance with retention policies.
- Data Entry and Record Keeping:
- Enter and update information into databases, spreadsheets, and software applications, ensuring accuracy and completeness of records.
- Compile data, generate reports, and assist in preparing presentations or statistical analyses as requested by supervisors or managers.
- Office Organization and Maintenance:
- Order and maintain office supplies, equipment, and inventory, monitoring stock levels and replenishing items as needed.
- Coordinate office maintenance and repairs, liaising with building management or external vendors to address issues promptly.
- Meeting and Event Support:
- Prepare meeting agendas, materials, and presentations, and arrange for catering, audiovisual equipment, and room setup as needed.
- Attend meetings, record minutes, and distribute meeting notes or action items to participants to ensure follow-up on decisions and action plans.
Qualifications:
- High school diploma or equivalent; additional education or training in office administration or business administration is preferred.
- Proven experience as an administrative assistant, secretary, or office clerk, with proficiency in office software and administrative tasks.
Skills:
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other office software, with strong typing and computer skills.
- Excellent organizational skills and attention to detail to manage multiple tasks, prioritize workload, and meet deadlines in a fast-paced environment.
- Strong verbal and written communication skills, with the ability to interact professionally with internal and external stakeholders.
- Discretion and confidentiality in handling sensitive information and maintaining privacy and confidentiality.
Tasks
- Schedule and confirm appointments
- Answer telephone and relay telephone calls and messages
- Answer electronic enquiries
- Respond to employee questions and complaints
- Order office supplies and maintain inventory
- Greet people and direct them to contacts or service areas
- Open and distribute regular and electronic incoming mail and other material and co-ordinate the flow of information
- Set up and maintain manual and computerized information filing systems
- Type and proofread correspondence, forms and other documents
Additional information
Work conditions and physical capabilities
- Work under pressure
- Attention to detail
Personal suitability
- Excellent oral communication
- Excellent written communication
- Team player
Who can apply to this job?
Only apply to this job if:
- You are a Canadian citizen, a permanent or a temporary resident of Canada.
- You have a valid Canadian work permit.
If you are not authorized to work in Canada, do not apply. The employer will not respond to your application.
How to apply
By email
pushpinderbedi14@gmail.com
Advertised until
2024-03-21
Here are some frequently asked questions to help you gain a better understanding of this Administrative assistant:
1. What does an administrative assistant do?
Administrative assistants perform a variety of tasks to ensure the smooth functioning of an office or organization. Their responsibilities may include answering phones, scheduling appointments, managing calendars, handling correspondence, organizing files, preparing documents and reports, coordinating meetings and events, and providing general administrative support to staff and management.
2. What skills are essential for an administrative assistant?
Essential skills for administrative assistants include:
- Excellent communication skills, both verbal and written
- Proficiency in computer software such as Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Organizational skills and attention to detail
- Time management and multitasking abilities
- Customer service orientation
- Adaptability and problem-solving skills
- Discretion and confidentiality in handling sensitive information
3. What qualifications or training do administrative assistants need?
While a high school diploma or equivalent may be sufficient for some entry-level positions, employers often prefer candidates with additional education or training in office administration, business administration, or a related field. Many administrative assistants also acquire relevant experience through internships or on-the-job training.
4. What are the primary responsibilities of an administrative assistant?
Primary responsibilities may include:
- Answering and directing phone calls
- Greeting visitors and clients
- Managing calendars and scheduling appointments
- Handling correspondence, including emails, letters, and packages
- Organizing and maintaining paper and electronic files
- Preparing and editing documents, reports, and presentations
- Coordinating meetings, conferences, and travel arrangements
- Ordering and maintaining office supplies
- Assisting with data entry and recordkeeping
5. How can I become an administrative assistant?
To become an administrative assistant, you can start by acquiring relevant skills and experience through education, training programs, internships, or entry-level positions. Consider pursuing courses or certifications in office administration, business software, communication skills, and organizational techniques to enhance your qualifications and marketability.
6. What are the challenges of working as an administrative assistant?
Challenges may include:
- Managing multiple tasks and priorities in a fast-paced environment
- Dealing with interruptions and handling unexpected requests or changes
- Balancing the needs of multiple stakeholders, including supervisors, colleagues, and clients
- Adapting to new technologies and software platforms
- Maintaining confidentiality and discretion when handling sensitive information
- Handling difficult or demanding individuals with professionalism and diplomacy
7. How can administrative assistants excel in their role?
Administrative assistants can excel by:
- Demonstrating professionalism, reliability, and a positive attitude in their interactions with others
- Proactively seeking opportunities to learn and develop new skills
- Building strong relationships with colleagues, supervisors, and clients based on trust and mutual respect
- Anticipating needs and taking initiative to address them before they arise
- Communicating clearly and effectively, both verbally and in writing
- Being adaptable and flexible in responding to changing priorities and deadlines
- Continuously seeking feedback and striving for improvement in their work performance
