Administrative Assistant

1 week ago

Burlington, Canada Organizational Solutions Full time

Organizational Solutions Inc. (OSI) is a Third party provider who specializes in Disability Management, believing in the quality of growth and the professional potential of all our staff. Founded in 2003, OSI’s journey is one of entrepreneurial achievement and professional development. Over the past twenty years we have grown from a grassroots start-up into one of Canada’s leading Disability Management and Workers’ Compensation Claims management providers. Today OSI employs more than 160 highly specialized people and serves over 1,000 clients of all sizes in almost every industry.

As a member of OSI you can have the opportunity to work in an innovative environment and to engage in meaningful work and having a strong positive impact in providing, The Right Care, at the Right Time, for the Right Outcome©.” within a dynamic, and talented team, while growing your own professionalism.

**Job Summary/Accountabilities**

The Administrative Assistant is accountable to the CEO/Principal. The incumbent provides support and assists with the implementation and conduct of OSI wide responsibilities. The Administrative Assistant is an integral part of the team that supports the office and is specifically responsible for the on-going effective and efficient management of the office. They areresponsible for performing a number of administrative support duties. The Administrative Assistant maintains a high level of confidentiality, organization, and ability to anticipate needs of the organization. The Administrative Assistant is a highly self-motivated, professional, organized, and capable of managing and prioritizing the work load. Prioritization of tasks in a fast-paced corporate environment, is essential.

**Primary Duties and Responsibilities**
- Communicates with different departments and required judgement, tact, and initiative are required in resolving problems.
- Organizes the work, creates clear and effective oral, and written communications.
- Prepares information and materials for reports, meetings, presentations, etc.
- Coordinates corporate expenses and ensures credit card statements and invoicing are accurate and up to date in a timely manner
- Prepares internal and external corporate documents for team members and industry partners
- Maintains the schedule for the CEO/Principal on a daily basis
- Coordinates appointments with stakeholders, investors, and clients
- Responsible for following up on issues and action items from meetings
- Responsible for completing background research on projects and assembles information from the internet, reports, and policies
- Manages all travel arrangements for the CEO/Principal, and or organization, including the financing and planning
- Assist sales team with coordination of events, peer reviews, and creation of contracts
- Coordination of planning and booking of internal and external events
- Maintains an organized filing system of paper and electronic documents
- Tracks ongoing to do list and quarterly priority plans
- Acts as an administrative back up for all areas of OSI

**Required Competencies**
- Minimum of 1 years’ experience as an Administrative Assistant reporting directly to senior management, additional years’ of experience would be considered an asset
- Medical Office Administration, or Business Administration Certificate/Degree is considered an asset
- Advanced Microsoft Office 365 skills including Word, PowerPoint, Excel, and Outlook, with an ability to become familiar with firm-specific programs and software
- Proficient with Google products and Docusign
- Knowledge of social media platforms is an asset
- Disability management or insurance experience is an asset
- Decision making and problem solving
- Ability to work with great accuracy and attention to detail
- Demonstrates a willingness to learn and to be coached
- Innovative/initiative
- Resilience/Flexibility
- Proficiency in collaboration and delegation of duties
- Critical thinking skills, analytical reasoning
- High sense of urgency and organization / prioritization skills
- Excellent customer service and communication skills
- Able to work as a key member of a team as well as independently

**Working Conditions**
- Office environment
- Ability to sit for prolonged periods of time

**Reporting Relationship**
- Accountable to CEO/Principal
- Self-managed company, accountable to KPM’s and goals
- Organizational Solutions Inc. is committed to fair and accessible employment practices._
- We will accommodate people with disabilities during the recruitment, assessment, hiring_
- processes, and employment. Please notify us as soon as possible of any adaptive measures you_
- might require at any stage of the recruitment process._

**Benefits**:

- Casual dress
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Flexible schedule
- Life insurance
- Paid time off
- RRSP match
- Tuition reimbursement

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: I

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