Administrative Assistant-Government <AA9>
Administrative Assistant Required for a Provincial Government Agency. Will be providing administrative and clerical support to the branch director, managers and staff. Duties include maintaining director’s and manager’s calendars setting up the meetings, resolution of scheduling conflicts, preparation of materials for the meetings (printing, delivery, pick-up collation, sorting, scanning). Log, track, follow-up and apply appropriate protocols and approval processes for Briefing Notes, senior executive correspondence and responds to status inquiries from senior management offices. Provide reception services for the branch by receiving and directing calls and visitors to appropriate staff/meeting locations and provides appropriate security card access. Coordinate meeting logistics (e.g. schedules and reschedules meetings, including inviting appropriate parties, booking rooms, supplies, equipment for the meetings and refreshments). Prepares agendas and takes minutes of the meetings, verify their content with the Director/managers/staff, distributes them and stores them. Coordinates records information management by maintaining the record of the files in storage and on site, both soft and hard copies. Maintains inventory of office supplies, orders supplies as required, maintains filing systems and prepares mail and courier materials, makes travel arrangements, schedules meetings and arranging conference calls. Ideal candidate must possess a Post-secondary education. Must possess a minimum of 2 years of administrative experience supporting senior level staff. Must possess strong oral and written communication skills. Must possess excellent interpersonal skills to liaise with various Client’s, stakeholders (internal and external) and team members. Must possess strong organizational skills to establish priorities, coordinate and carry out responsibilities and meet deadlines. Must possess strong proficiency with advanced Microsoft Office Skills, experience in using computerized data bases. Must be able to work independently and in a team environment, able to multitask and manage conflicting priorities. Those interested in this position please email firstname.lastname@example.org and put “Administrative Assistant-Government” in the subject line.