Administrative Assistant

Profile

The Administrative Assistant provides essential administrative support by managing daily tasks, streamlining communication, and ensuring seamless coordination of activities in collaboration with the Executive Administrator. This role involves working collaboratively with colleagues to maintain efficient operations and contribute to organizational success.

Accountabilities

• Maintain and organize calendars, scheduling appointments, and meetings as needed.
• Handle incoming and outgoing correspondence, including emails, calls, and written communications, ensuring timely follow-up and action.
• Prepare and edit documents, presentations, and reports with a high degree of accuracy and professionalism.
• Coordinate travel arrangements, including booking flights, accommodation, and transportation.
• Assist in planning and executing company events, meetings, and off-site engagements.
• Maintain confidentiality and exercise discretion when handling sensitive information.
• Support with expense report preparation, invoice processing, and budget tracking.
• Act as a liaison between departments or external partners.
• Perform other administrative duties as assigned to ensure the effectiveness and efficiency of the office.

Education Required

• High school diploma or equivalent required.
• Post-secondary education in office administration, business, or a related field is preferred.

Experience & Skills

• Minimum of 3 years of administrative support experience, preferably in a corporate setting.
• Demonstrated experience in scheduling, document preparation, and correspondence management.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with scheduling tools.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent written and verbal communication skills.
• Keen attention to detail and high standards for accuracy.
• Ability to work independently while collaborating effectively with team members.
• Professional demeanor and positive attitude.
• Proactive approach to problem-solving with strong decision-making skills.
• High level of integrity and commitment to confidentiality.
• Adaptability to dynamic and fast-paced environments.

Assets

• Experience in supporting executives or senior leaders.
• Familiarity with project management tools or customer relationship management (CRM) systems.
• Previous experience in event planning or coordination.

Working Conditions

• Standard office environment with occasional travel between sites.
• May require extended hours during peak periods or special projects.