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Administrative Support Specialist

2 months ago

Halifax, Nova Scotia, Canada Halifax Water Full time
Job Summary

We are seeking a highly organized and detail-oriented Office Assistant II to provide comprehensive administrative support to multiple managers and departments within Halifax Water.

Key Responsibilities
  • Manage safety forms, handle financial tasks, coordinate training sessions, and assist with meeting management.
  • Provide general administrative support to five managers and their teams, including managing email and calendar, filing, and data entry.
  • Receive visitors, answer telephones, and provide information or refer to the appropriate personnel/department.
  • Prepare correspondence, reports, spreadsheets, and other documents from handwritten notes, hardcopy, or electronic documents.
  • Schedule appointments, book meeting room space and equipment, and attend regular departmental meetings.
  • Compile data, statistical records, and support documents for meetings, work projects, and reports.
  • First line support for departmental SAP accounting and Purchasing Card inquiries.
  • Research, compile, and verify data for meetings, work projects, and reports.
  • Operate office equipment, perform filing duties, and order office supplies and equipment.
  • Provide back-up for other Office Assistant and Administrative Assistant positions as required.
Requirements
  • Grade 12 plus a Business/Secretarial Certificate from a recognized educational institution.
  • Three years related secretarial experience.
  • High degree of confidentiality, professionalism, and proficiency in typing 50 wpm.
  • Knowledge of general office procedures, file/records management, and proficiency in using personal computers with emphasis on word processing, spreadsheet applications, and email.
  • Strong organizational skills, ability to prioritize workload, and excellent written and verbal communication skills.
  • Demonstrated ability to work independently and in a team environment.
Working Conditions

The Office Assistant II will work in a fast-paced office environment with multiple managers and departments. The successful candidate will be able to work independently and as part of a team, with a high degree of confidentiality and professionalism.