Job In Canada
Administrative Assistant Needed In Canada By Vibrant Logistics Ltd
We are seeking a detail-oriented and organized Administrative Assistant to provide essential support to our team and ensure the efficient functioning of our office. The Administrative Assistant will be responsible for a variety of administrative tasks, including managing schedules, coordinating meetings, handling correspondence, and maintaining records. This role requires excellent communication skills, multitasking abilities, and a proactive approach to work.
Job details
- Location: 405 18 Ave Nisku, ABT9E 7T5
- Salary: 27.00 hourly / 30 to 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
7 months to less than 1 year
Responsibilities:
- Calendar Management:
- Maintain and organize schedules for executives or team members.
- Coordinate and schedule appointments, meetings, and conference calls.
- Prepare meeting agendas and necessary materials.
- Communication and Correspondence:
- Manage phone calls, emails, and other correspondence on behalf of executives or the office.
- Respond to inquiries and direct messages to the appropriate personnel.
- Ensure timely and accurate communication within the team and with external parties.
- Administrative Support:
- Prepare and edit documents, reports, and presentations.
- Handle data entry, record keeping, and filing of documents.
- Assist in creating and maintaining databases and spreadsheets.
- Office Organization:
- Maintain office supplies inventory and reorder as needed.
- Ensure the office environment is neat, organized, and well-maintained.
- Coordinate office equipment maintenance and repairs.
- Travel and Logistics Coordination:
- Arrange travel itineraries, accommodation, and transportation for team members or executives.
- Process travel-related expenses and reimbursements.
- Meeting Coordination:
- Set up meeting rooms, audiovisual equipment, and refreshments for meetings.
- Take meeting minutes and distribute them to relevant participants.
- Reception and Guest Relations:
- Welcome and direct visitors, clients, and vendors.
- Ensure a positive and professional experience for all guests.
- Special Projects and Event Support:
- Assist in planning and coordinating office events and special projects.
- Support event logistics and coordination.
Requirements:
- High school diploma or equivalent (associate’s or bachelor’s degree is a plus).
- Proven experience as an Administrative Assistant or in a similar administrative role.
- Excellent communication skills, both written and verbal.
- Proficiency in using office software, including Microsoft Office suite.
- Strong organizational and time management abilities.
- Detail-oriented and able to prioritize tasks effectively.
- Ability to handle confidential information with discretion.
- Proactive and resourceful with problem-solving skills.
- Professional and courteous demeanor in dealing with internal and external stakeholders.
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
- Arrange travel, related itineraries and make reservations
- 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
Personal suitability
- Ability to multitask
- Accurate
- Client focus
- Excellent oral communication
- Excellent written communication
- Flexibility
- Organized
- Reliability
- Team player
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
applyvibrant@gmail.com
Advertised until
2023-09-02
Here are some frequently asked questions to help you gain a better understanding of this Office services coordinator:
What is an Administrative Assistant?
An Administrative Assistant is a professional who provides administrative support and assistance to executives, managers, or a team within an organization. They handle various tasks to ensure the smooth functioning of the office and support the overall operations.
What are the typical responsibilities of an Administrative Assistant?
Administrative Assistants have a diverse range of responsibilities, including:
- Managing and organizing schedules, appointments, and meetings.
- Handling phone calls, emails, and correspondence on behalf of executives.
- Assisting with document preparation, editing, and proofreading.
- Coordinating travel arrangements and expense reports.
- Managing office supplies and inventory.
- Organizing and maintaining files and records.
- Assisting in event planning and coordination.
- Welcoming and directing visitors and clients.
What qualifications and skills are required to become an Administrative Assistant?
The qualifications and skills required for an Administrative Assistant position may vary depending on the employer’s specific requirements. Generally, a high school diploma or equivalent is the minimum educational requirement. Strong organizational, communication, and computer skills are essential. Proficiency in using office software (e.g., Microsoft Office suite) and multitasking abilities are also crucial.
Can Administrative Assistants work in different industries?
Yes, Administrative Assistants are needed in various industries, including corporate offices, healthcare, education, government, non-profit organizations, and more. Their skills are transferable and valuable in any setting that requires administrative support.
How do Administrative Assistants handle multiple tasks and deadlines?
Administrative Assistants are skilled at multitasking and prioritizing tasks effectively. They often use tools such as calendars, task lists, and project management software to stay organized and meet deadlines.
How can I find a reliable Administrative Assistant?
Finding a reliable Administrative Assistant can be done through various methods, including job postings, referrals from colleagues or friends, or by using online job platforms. Conducting thorough interviews and checking references can help in selecting the right candidate.
What is the difference between an Administrative Assistant and a Secretary?
The roles of Administrative Assistant and Secretary often overlap, but there are some distinctions. Administrative Assistants tend to have a broader scope of responsibilities, including supporting multiple functions within an organization. Secretaries typically focus on administrative tasks related to a specific executive or department.
How do Administrative Assistants contribute to the success of an organization?
Administrative Assistants play a crucial role in supporting the efficiency of an organization by handling administrative tasks, freeing up time for executives and managers to focus on their core responsibilities. Their organizational skills and attention to detail contribute to the overall effectiveness of the office.
What career advancement opportunities are available for Administrative Assistants?
Administrative Assistants can advance in their careers by gaining experience, acquiring new skills, and taking on more significant responsibilities. They may progress to roles such as Executive Assistant, Office Manager, or Project Coordinator.
What should I look for when hiring an Administrative Assistant?
When hiring an Administrative Assistant, look for candidates with strong organizational and communication skills. Attention to detail, proficiency in office software, and the ability to work well in a team are also essential qualities to consider.
