Administrative Assistant

2 weeks ago

Ottawa, Canada Algonquin Students' Association Full time

**Reports To**: Senior Manager, Business and Facility Operations

**Mission**: _To create an environment that inspires a passion for student success._

**Desired Results of the Position**:

- A Business and Facility Operations office (which includes Theatre and Ancillary Venue spaces) that is organized, efficient, and communicative
- Sufficient task support to the Senior Manager, where their focus can be on operations, development, and growth - and not routine day-to-day tasks
- A harmonious department, where the team members feel energized, motivated, and supported to contribute to the student, guest, and client experience

**Nature and Scope**

The Administrative Assistant will be required to perform an array of administrative duties to support the Senior Manager, Business and Facility Operations, including secretarial and receptionist duties. Additional responsibilities include reconciling credit card statements, organizing departmental payroll, taking minutes during meetings, scheduling appointments, and organizing incoming invoices that need to be processed. The Administrative Assistant is also accountable for drafting, reviewing, and editing time-sensitive correspondence sent by the Theatre and Venues management team. Other duties, relevant to the position, shall be assigned as required. The Administrative Assistant will have access to confidential information and will be required to maintain confidentiality and discretion.

The Administrative Assistant should have strong leadership skills, the ability to multi-task to handle shifting priorities with the ability to proactively manage the needs of the office, identifying office process improvements and working collaboratively to facilitate change as required.

The position requires that the incumbent establish harmonious and productive relationships with
Students’ Association Board and staff, college officials, student groups and the outside community.

**Job Duties**
- Provide administrative support to the Senior Manager, Business and Facility Operations (SMBFO), and their team members, as directed.
- Facilitate the work schedule and meeting calendar of the SMBFO
- Perform basic bookkeeping functions (credit card reconciliations, invoice coding, etc.)
- Assist with Department Payroll coordination (collection, signing, submitting, and filing), including calculations of Stat Holiday Pay
- Review and prepare all documents, reports, and other correspondence materials for the Theatre and Venues Operations management team.
- Assist with the deployment and tracking of Department keys and keycards.
- Coordinate departmental office activities. Review, evaluate and distribute all incoming and outgoing mail.
- Take and transcribe dictation notes and meeting minutes.
- Maintain a high level of confidentiality in all interactions.
- Assist with report and presentation preparation.
- Maintain a professional image and demeanor with all employees, management, and visitors at all times.
- Research and assist with all Requests for Proposals (RFP).
- Maintain and monitor office supply inventory levels and place orders as required.
- Prepare travel arrangements with keen attention to detail, where necessary.
- Support the production of client rental quotes, contracts, statements, settlement sheets, and deposit requests as needed
- Help to generate final rental statements and invoice requests for the clients that will be used by the SA Accounting department
- Digitize and save event documents to a shared drive after final settlements are complete to minimize the amount of paperwork that is kept on file
- Help to standardize and maintain all templates and data sheets used in the Theatre office (including but not limited to Quote Templates, Timesheets, Rate Sheets, Cheque Requisition Forms, Liability Insurance FAQ Sheet, etc.)
- Event assistance when needed.
- Other duties as assigned.

**Core Competencies**
- Ability to maintain confidentiality
- Professional and organized
- Strong attention to detail
- Decision making with a high degree of integrity
- Networking and relationship building
- Results oriented
- Accountability and dependability
- Problem Solving and adaptability

**Desired Skills and Qualifications**
- A post-Secondary education (diploma/degree) or a combination of education and related experience in Office Administration, or Business Administration.
- Minimum 2 years of experience in an arts venue or post-secondary setting
- 5-7 years experience in an administrative role, considered an asset.
- A positive attitude and ability to work both individually and in a team environment.
- Excellent organizational skills with the ability to multitask and handle multiple priorities.
- Ability to handle a fast-paced environment with many disruptions.
- Meticulous with details
- Excellent customer service skills
- Strong written, verbal, and interpersonal skills
- Excellent computer skills; excel, data entry, web-based calendars, etc.
- OWHSA/WHMIS/AODA completed upon

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