Description:
We are seeking an experienced Administrative Assistant for our newest youth employment service. You will be working in our Edmonton office, providing administrative support to program staff; including prioritizing and coordinating workloads, greeting and assisting clients, accurate and timely entry of client data into our CMS, preparing reports and basic financial data, creating, editing and proofing correspondence, maintaining the filing system, and assisting with other program requirements.
What will you do?
- Manage the front reception desk
- Warmly greeting and assisting clients and visitors
- Handling incoming and outgoing mail, faxes, and courier shipments
- Handling all incoming calls
- Perform administrative functions in support of the program as follows:
- Coordinating program reporting requirements
- Scheduling meetings and handling all meeting logistics
- Assisting with calendar management
- Conducting program related research as required
- Managing kitchen and office supplies
- Handle data and data management entries, including:
- Verify and/or register incoming clients into database systems
- Oversee and coordinate all database entries, ensuring timely and accurate input of information
- Create and maintain accurate client files
- Coordinate government contract closures including inventory reports and file submissions
- Maintain internal tracking mechanism to verify timing of staff interventions and monitors progression of clients
- Ensure filing systems – both hard and soft copy are maintained
- Assist in completion of additional administrative projects as required
What does it take to do this job?
- Completion of post-secondary education, preferably in an Administration program
- 3+ years' of related administrative experience
- 1+ years’ experience working in database management systems
- Intermediate to Advanced skill level in Microsoft Office
- Proven ability to multi-task and efficiently respond to changing priorities
- Strong verbal and written communication skills
- Solid interpersonal and client service skills with the ability to work effectively with a variety of stakeholders including clients, funders and staff
- Demonstrated ability to work in a confidential environment and handle highly sensitive information
- Able to consistently display a warm, friendly, and helpful demeanor
- Organized and efficient, with a focus on continual quality improvement