Administrative Assistant

2 weeks ago

Ottawa, Canada March of Dimes Canada Full time

**Location/**Lieu: Ottawa, ON

**Position/**Poste: Administrative Assistant

**Duties/**Fonctions:
The Administrative Assistant is responsible for providing a wide range of administrative support for the Employment Services (ES) department including but not limited to:

- Performing a wide variety of administrative duties including but not limited to: responding to internal and external requests for information; reviewing and sorting incoming mail; assisting in the preparation and distribution of departmental reports; processing capital / regular requisitions and purchase orders; scheduling meetings; booking travel arrangements; conducting research and assembling / summarizing information for special projects and reports
- Responsible for answering the telephone, directing calls and messages
- Providing HR administrative support including the processing and administering for new and/or departing employees; tracking time and attendance
- Creating and/or drafting memoranda, correspondence, reports, agreements, presentations, forms and other documents using Microsoft Office and Adobe software products; proofreading and checking for accuracy, completeness and compliance with organizational standards, policies and procedures; ensuring reports and documents for signature are accurate and complete
- Organizing meetings which includes serving as the recording secretary
- Establishing, organizing and maintaining confidential office filing systems
- Responsible for managing files in a case management system, and processing invoices
- Performing special project assignments as directed; assisting and providing backup to other administrative staff in the organization

**Qualifications/**Compétences requises:

- A degree or diploma in a related field
- Minimum 1 year of related administrative support experience in a high-volume, large company environment
- French language, verbal and written would be an asset
- Experience establishing and maintaining highly effective working relationships with all levels of staff
- Strong attention to detail, ability to maintain confidentiality while managing highly sensitive material with the utmost professionalism
- Self-motivated, a team player, skilled at multi-tasking and independently managing and prioritizing multiple projects with limited guidance and ambiguity
- Flexibility, ability to operate effectively and with composure under pressure and within time constraints
- Skilled in executive-level verbal and written correspondence
- Strong working knowledge of Microsoft Word, Excel, PowerPoint and the ability to learn a case management system
- Proven experience creating and managing complex spreadsheets and templates
- Please note that March of Dimes Canada has a mandatory COVID-19 vaccination policy. All employees must be fully vaccinated against COVID-19 by receiving all required doses of a vaccine approved by Health Canada at least 14 days prior to the commencement of their employment, or as otherwise recommended by public health authorities. We will provide reasonable accommodation to individuals who are unable to be vaccinated for medical reasons or on the basis of any other protected ground, as required under applicable human rights legislation._

**Job Types**: Full-time, Permanent

Schedule:

- Day shift

Ability to commute/relocate:

- Ottawa, ON: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)

Work Location: Hybrid remote in Ottawa, ON

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