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Office Administrator

3 months ago

Canada, CA DNBC Financial Group Full time

Responsibilities:

  1. Arrange and coordinate seminars, conferences, etc.
  2. Establish and implement policies and procedures.
  3. Record and prepare minutes of meetings, seminars, and conferences.
  4. Determine and establish office procedures and routines.
  5. Schedule and confirm appointments.
  6. Answer telephone and relay telephone calls and messages.
  7. Organize and administer staff consultation and grievance procedures.
  8. Plan, organize, direct, control, and evaluate daily operations.
  9. Arrange travel, related itineraries, and make reservations.
  10. Open and distribute regular and electronic incoming mail and other material and co-ordinate the flow of information.
  11. Type and proofread correspondence, forms, and other documents.
  12. Respond to requests for help and information from Website visitors and Website designers.
  13. Contact potential customers by phone.
  14. Organize conferences and meetings.
  15. Receive and forward telephone or electronic enquiries.
  16. Maintain and order supplies.
  17. Organize and schedule office work.

Requirements:

  1. Considerable experience in providing administrative support duties to senior management, handling a broad range of administrative matters, standard office practices and procedures; including but not limited to maintaining schedules, planning and organizing appointments, meetings, interviews, and special events.
  2. Considerable experience taking minutes at meetings, required follow-up activities, and handling confidential and complex documents, reports, and information for senior management.
  3. Considerable experience in the use of a variety of software packages and various databases including advanced knowledge of Microsoft Office 365, i.e., Word, PowerPoint, Excel, and Outlook, to prepare presentations, correspondence, statistical reports, and charts related to organizing, analyzing, and reporting accurate data.
  4. Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting complex reports, correspondence, charts, and tables which are free of grammatical and typographical errors.
  5. Ability to exercise independent judgment and discretion in dealing with highly confidential operational matters with senior management.
  6. Highly developed customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, with elected officials, members of the public, external agencies, and all organizational levels.
  7. Excellent organizational and time management skills, including attention to detail, and ability to set priorities, meet deadlines, and deal with conflicting priorities and work demands.
  8. Strong analytical, research, and problem-solving skills.
  9. Ability to work independently and effectively with minimal supervision, prioritizing work schedule and completing assigned duties within timelines.
  10. Ability to multitask, reliability, organized, flexibility, and efficient interpersonal skills.
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