Administrative Assistant

3 weeks ago

Kitchener, Canada Conestoga Students Incorporated Full time

**Position**:Administrative Assistant (Contract)

**Location**:Conestoga College - Various Campuses

**Reporting to**: Operations Director and Administrative Director

**Time Requirement**:35 hours per week (some evenings and weekends may be required)

**Expected Start Date**: May 1st, 2023

**Expected End Date**:May 31st 2025

**Salary**: $46,800

**Company Overview**

Conestoga Students Incorporated (“CSI”) was founded in 1973 and is the official student association representing more than 21,000 students at all Conestoga College campuses. All full-time fee-paying students are the owners and customers of CSI, and we are dedicated to serving the students to the best of our ability.

Working on CSI’s full-time team would give you access to the following benefits and perks **(Benefits available from start date)**:

- Competitive salary based on job market data
- Bonuses
- Health & dental benefits
- RRSP contribution plan
- Tuition reimbursement for part-time studies
- Reimbursement for work-related travel expenses
- Paid time off to observe culturally significant events
- Flexible work hours and remote work (up to 50% remote work)

**Position Overview** Description**:
The Administrative Assistant is responsible for providing administrative and receptionist services for the Operations and Administrative Directors.

In carrying out the duties of this position, a great deal of autonomy is exercised with a final overview by the Operations Director. It is also important that the Administrative Assistant works extremely closely with the Operations and Administrative Directors to ensure that they are up to date on the basic overall operations of CSI. In all activities, it is crucial that the Administrative Assistant recognizes that service to students is a top priority.

**DUTIES AND RESPONSIBILITIES**

**Administration**
- Provide administrative support on all projects and initiatives delegated by the Operations and Administrative Directors
- Liaise with Facilities Management to ensure CSI staff Special Events Request and Work Requests are fulfilled.
- Responsible for supporting the purchasing process for special projects.
- Responsible for various office maintenance tasks, such as: ordering/purchasing all office supplies, furniture and equipment, etc
- Coordinate in store shopping trips when necessary (weekly or bi-weekly) to support the needs of all departments
- Creates meeting agendas for the Directors when requested, attends meetings, and takes minutes on behalf of the Directors.
- Conserve the Directors’ time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
- Maintain Directors’ appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
- Provide historical reference by developing and utilizing filing and retrieval systems, record meeting discussions and action items at all meetings the Directors attend.
- Maintain and protect operations by keeping information confidential.
- Correspond with IT services and housekeeping services on an as needed basis
- Sorting and distributing mail daily and preparing courier requests when necessary.
- Welcome guests and customers by greeting them, in person or on the telephone; answering or directing inquiries when needed.
- Complete projects and provide regular updates on results.

**Other General Duties**
- Work in accordance with corporate by-laws, policies, and procedures, particularly to the CSI Mission Statement.
- Adhere strictly to health & safety laws, policies, and procedures.
- Maintain confidentiality for business practices.
- Work in an organized manner where detail, accuracy and confidentiality are critical.
- Mandatory attendance at CSI related training days.
- Other duties as assigned.

Physical Demands

This position spends long hours sitting and using office equipment and computers, which can cause muscle strain. Lifting of supplies and materials up to 30lbs is required from time to time.

Environmental Conditions

This position performs work primarily in a busy, open area office and is faced with frequent interruptions and meetings with others on a regular basis. Travel between campuses and performance of work from home is required as needed. Some work may be required after office hours and on weekends.

Sensory Demands

This position requires long periods of intense concentration. The incumbent must also spend long hours on the computer entering information which requires visual focus, attention to detail, and high levels of accuracy.

Mental Demands

This position is expected to manage and meet multiple competing deadlines, which can cause significant stress. The incumbent also deals with a wide variety of people on various issues.

**Qualifications**
- Preference will be given to those in a program related to Office Administration, Reception and Customer Service, or a related field.
- Deep understand

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