Description:
Reporting to the Director, the Administrative Assistant – Community Services is responsible for providing confidential and administrative support and services to the Directors and Management Teams within Community Services in the operations of the division. This position works under the general guidance of the Executive Assistant Community Services and provides backup to other Administrative Assistants, as well as the Executive Assistant when required.
Education
- Post-secondary diploma in Office/Public Administration or equivalent.
Knowledge
- Minimum of 3 years experience in an administrative position
- Advanced knowledge/training in MS Office including MSWord, Excel, PowerPoint and Access
- Bilingualism in French and English is considered an asset
- Experience working with a Board of Directors, public agencies, non-profits (or similar) is an asset
Responsibilities
Provides day-to-day administrative assistance to the Directors and Management Team, preparing confidential correspondence and reports, conducting research, arranging meetings, etc.
- Schedules appointments and/or meetings, ensuring relevant documentation and background information for meetings are brought forward.
- Prepares travel arrangements.
- Prepares PowerPoint presentations, print materials, letters, reports, speeches, agendas and minutes as assigned.
- Receives visitors, screens telephone calls, takes messages, handles replies or directs callers to appropriate areas or departments.
- Receives, opens, sorts, date stamps and logs incoming mail, interoffice and courier deliveries.
- Perform financial administrative support for the Directors including preparation of expense reports, purchasing card processing, initiating purchase requisitions
- Ensures reports and correspondence are in compliance with AODA requirements
- Coordinates activities between internal offices and external agencies/boards.
- Maintains necessary inventory of office supplies and ensures ordering and receipt of shipments.