Description:
Are you an organized person with effective communication skills and previous experience in administration? The Administrative Assistant provides confidential administrative and secretarial support to designated Leader(s) and manages the day-to-day administrative operations to ensure accurate and timely delivery of administrative services.
What you’ll do
- Provide confidential secretarial and administrative support by completing documents such as specialized and/or technical correspondence, legal and other reports, agendas, meeting minutes, presentations and memoranda. Participate in a variety of meetings and/or act as a secretary to assigned committees by preparing agendas, compiling background materials, attending and recording proceedings; prepares and distributes minutes and performs follow up action on administrative duties, as needed.
- Assist the Director by attending managerial meetings and providing clerical support including, but not limited to, composing correspondence and reports related to human resource management issues such as: the impact of allocation of staff resources; preparation and follow-up for grievance meetings; discipline of staff members; trends in absenteeism and performance management issues.
- Coordinate the workflow for an assigned area; develop and implement new work methods and procedures; identify problems and recommend alternative solutions; implement approved changes.
- Screen and act upon requests and inquiries, use appropriate judgement in determining priorities; respond by providing the necessary information or directing to the appropriate personnel; maintain current knowledge of organizational activities and issues to effectively respond to inquiries.
- Utilize advanced word processing, spreadsheet, database and presentation applications to input information, complete and update manuals and various confidential documents including reports, charts, tables, letters, presentation material and newsletters from rough draft and/or general instruction.
- Gather, compile and maintain confidential information such as statistical data on relevant departmental operations; research, organize, and summarize information for reports; maintain budget and other confidential files by gathering, compiling, collating, calculating, and preparing information for reports, briefs and projects; monitors departmental expenditures and performs variance analysis to ensure fiscal and budget guidelines are followed.
- Perform record management duties such as setting up and maintaining manual and computerized filing and distribution systems for a variety of records and files; sets up numeric, alphabetical and subject filing systems, indexing files and other materials to be filed; conduct file searches, as required.
- Discuss inquiries for information with a variety of internal and external contacts; respond to routine written inquiries by composing and signing correspondence; draft sensitive and/or confidential correspondence for appropriate signature.
- Act as resource for problem identification and resolution of administrative policies and procedures, correspondence or reference materials; coordinate functions and/or act as a liaison between departments and/or external stakeholders to facilitate problem resolution; follow up on ongoing projects/issues, as needed.
- Maintain and monitor levels of office stationery and supplies; receive materials such as supplies, books and periodicals.
- Arrange meetings as directed; book and set up meeting rooms; order catering and prepare materials and/or necessary equipment; make travel arrangement and organize formal events such as conferences and seminars; maintain and organize appointment calendars by receiving appointment requests and determining priority and urgency of requests for scheduling requirements; compile expense claims and process a variety of related documents.
- Provide support related to human resources matters including, but not limited to, vacation scheduling, maintaining schedules /records of departmental performance and attendance evaluations, discipline investigations and recruitment-related matters.
- Maintain timekeeping records for designated staff by receiving time sheets and approved requests according to established policies and procedures; verify and/or correct information and submit information in the appropriate form to Payroll for processing.