Job in Canada
Administrative Assistant Needed In Canada By Gt African Mart
An Administrative Assistant is a key member of the office support team, responsible for efficiently managing administrative tasks and ensuring the smooth operation of daily office functions. This role requires strong organizational skills, excellent communication, and the ability to multitask effectively.
Job details
- Location: Calgary, AB
- Salary: 27.00 hourly / 40 hours per week
- Terms of employment Permanent employment: Full time
- Start date: Starts as soon as possible
- vacancies 1
- Verified
Overview
Languages
English
Education
- Secondary (high) school graduation certificate
Experience
1 year to less than 2 years
Key Responsibilities:
- Office Organization:
- Maintain a well-organized and tidy office environment.
- Manage office supplies inventory and reorder as needed.
- Ensure office equipment, such as printers and copiers, is in working order and arrange for maintenance when necessary.
- Scheduling and Coordination:
- Manage calendars and schedules for executives or team members.
- Schedule appointments, meetings, and conference calls.
- Coordinate travel arrangements, including flights, hotels, and transportation.
- Communication:
- Answer and direct phone calls, taking messages or fielding inquiries.
- Respond to emails and correspondence promptly and professionally.
- Draft, edit, and format documents, reports, and presentations.
- Data Management:
- Maintain and update contact lists and databases.
- Handle data entry tasks with accuracy.
- Organize and file paper and digital documents for easy retrieval.
- Client and Visitor Interaction:
- Greet and assist visitors in a courteous and professional manner.
- Ensure visitors sign in and receive appropriate badges or access.
- Assist with meeting preparations, including arranging catering if necessary.
- Task Coordination:
- Support various departments by coordinating tasks and projects.
- Collaborate with team members to ensure project deadlines are met.
- Manage and track incoming and outgoing shipments and deliveries.
- Technical Support:
- Provide basic technical support for office equipment and software.
- Troubleshoot minor IT issues or escalate them to the IT department.
- Confidentiality:
- Handle sensitive information with the utmost discretion and maintain confidentiality.
- Follow security protocols for the protection of sensitive data.
Qualifications:
- High school diploma or equivalent; additional education or certification is a plus.
- Proven experience as an Administrative Assistant or in a similar role.
- Proficiency in office software (e.g., Microsoft Office Suite).
- Strong written and verbal communication skills.
- Excellent organizational and time management abilities.
- Attention to detail and problem-solving skills.
- Ability to work independently and as part of a team.
- Professional demeanor and a positive attitude.
Tasks
- Arrange and co-ordinate seminars, conferences, etc.
- Supervise other workers
- Train other workers
- Record and prepare minutes of meetings, seminars and conferences
- Determine and establish office procedures and routines
- Schedule and confirm appointments
- Answer telephone and relay telephone calls and messages
- Answer electronic enquiries
- Compile data, statistics and other information
- 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
- Fast-paced environment
Who can apply to this job?
The employer accepts applications from:
- Canadian citizens and permanent or temporary residents of Canada.
- Other candidates with or without a valid Canadian work permit.
How to apply
By email
gtmartcalgary@gmail.com
Advertised until
2023-10-28
Here are some frequently asked questions to help you gain a better understanding of this Administrative assistant:
1. What does an administrative assistant do?
Answer: Administrative assistants provide crucial support to organizations by performing various administrative tasks. They manage schedules, handle communications, prepare documents, and ensure the smooth day-to-day operations of an office.
2. What qualifications are needed to become an administrative assistant?
Answer: Typically, a high school diploma or equivalent is the minimum requirement. However, having additional education or certifications in office administration or related fields can be advantageous. Strong communication and computer skills are also essential.
3. What software skills are important for administrative assistants?
Answer: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is crucial. Familiarity with office productivity tools, email management software, and databases can also be beneficial.
4. What are the key responsibilities of an administrative assistant?
Answer: Administrative assistants handle tasks like managing calendars, scheduling appointments, answering phones, maintaining records, and coordinating office events. They often serve as the first point of contact for visitors and clients.
5. Is multitasking an essential skill for administrative assistants?
Answer: Yes, multitasking is a valuable skill for administrative assistants. They often juggle various responsibilities simultaneously, so being able to prioritize and manage multiple tasks efficiently is crucial.
6. How does an administrative assistant contribute to office efficiency?
Answer: Administrative assistants streamline office operations by organizing schedules, managing paperwork, and ensuring that essential tasks are completed promptly. Their support allows other team members to focus on their core responsibilities.
7. Can administrative assistants advance in their careers?
Answer: Absolutely! Administrative assistants can progress into roles like Office Manager, Executive Assistant, or Administrative Coordinator. With experience and further education, they may explore opportunities in specialized fields or management positions.
8. Are administrative assistants responsible for data entry?
Answer: Yes, data entry is often a part of the job. Administrative assistants maintain databases, update records, and input various types of information accurately.
9. How do administrative assistants handle confidential information?
Answer: Administrative assistants are trusted with sensitive data. They must adhere to strict confidentiality policies and exercise discretion in handling confidential information to maintain trust within the organization.
10. What soft skills are important for success as an administrative assistant?
Answer: Soft skills like excellent communication, time management, organization, adaptability, and a customer service mindset are critical for administrative assistants. They interact with various stakeholders daily and must handle diverse tasks effectively.
