Administrative Assistant
2 months ago
**Senior Administrative Assistant**
**Typical administrative duties : management of calendars, dealing with customers, minute-taking at confidential or general safety meetings, drafting sensitive and confidential correspondence, and scheduling meetings and appointments via Outlook and MS Teams.**
**You will also be managing the weekly timesheets, preparing invoices and processing AR/AP approvals. In addition, you will be providing guidance to the other Administrative Assistant.**
**Responsibilities**
- Support corporate financial accounting with spreadsheets, accounts payable and accounts receivable, and timesheets. Experience in accounting and with Excel is essential.
- Correlate the weekly timesheets, provide for management's review and sign-off.
- Prepare invoices for payment/submission to customers, and obtain approval per company guidelines
- Complete expense reports including monthly VISA reconciliations, prepare invoices for payment, and complete other finance tasks.
- Leading or supporting a variety of projects ranging from small and straightforward to large and complex
- Prepare reports, background documentation, and research - using intermediate to advanced skills in Word, Excel and PowerPoint.
- Minute-taking on monthly Safety and General meetings.
- Manage all compliance platforms and ensure all requirements and permits are met.
- Take the lead in resolving administrative and office problems and inquiries.
- Receive incoming mail; review, evaluate, and advise staff of priority items.
- Present a positive and professional image when dealing with all visitors and suppliers.
- Administrative support for engineering teams and projects (data entry, scanning, setting up projects, minute and note taking, drafting & issuing correspondences).
- Drafting sensitive and confidential correspondence.
- Assisting with job descriptions, offers of employment, onboarding of new employees.
- Providing guidance to/mentoring the other Administrative Assistant
**Education, Training & Experience**
- Administrative Assistant certificate or diploma from a recognized institution and/or 5 years’ of related experience as an administrative assistant
- Strong knowledge of general office procedures, including meeting and travel arrangements, preparing reports, and ordering office supplies
**Skills & Abilities**
- Ability to organize and prioritize work
- Capable of working in a fast-paced and ever-changing environment
- Being a forward thinker, able to think outside the box
- Taking the initiative to suggest improvements for processes
- Communicate effectively, both verbally and in writing
- Ability to work independently and as member of a team, while maintaining a positive work attitude
- IT savvy: Knowledgeable and proficient use of computers (PC) and computer software programs (Outlook, Word, Excel and PowerPoint), Adobe, Teams
- Flexibility to adjust hours of work, when required to meet deadlines
- Maintain a high level of confidentiality
- Be a collaborative and positive influence when dealing with customers and staff
- Attention to detail
- Eligible to work in Canada
**Job Types**: Full-time, Permanent
**Salary**: $22.00-$26.00 per hour
**Benefits**:
- Extended health care
- On-site parking
Flexible Language Requirement:
- French not required
Schedule:
- 8 hour shift
- Monday to Friday
Supplemental pay types:
- Bonus pay
Work Location: One location
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