Administrative Secretary

3 days ago

Victoriaville, Quebec, Canada Cegep de Victoriaville Full time
About the Role

The Administrative Secretary will be responsible for performing a variety of administrative tasks, including the most complex ones, in collaboration with one or more people.

Key Responsibilities
  • Compose documents, design and write service notes, as well as routine correspondence;
  • Conduct research and prepare summaries of complex problems and questions;
  • Keep track of schedules and ensure their respect;
  • Keep up-to-date the agenda of the people with whom they collaborate and organize the activities related to their internal or external meetings;
  • Draft the minutes of the meetings they attend and ensure the necessary follow-ups;
  • Communicate information within their area of expertise;
  • Keep up-to-date the data that influences the service budget and produce reports on demand according to established procedures;
  • Advise staff on administrative language and presentation in correspondence and documents;
  • Participate in the development of the college's classification system and is responsible for the management of the service's documentary;
  • Use information and communication technology tools provided to perform their work;
  • Perform any other related task as needed.
Specific Responsibilities for the Administrative Secretary at the Continuing Education Service
  • Ensure the welcome of clients from the Continuing Education Service;
  • Communicate professionally, both by phone and in writing, with a business clientele;
  • Know the products offered and be able to promote them;
  • Solicit new clients or carry out sales activities to find new clients;
  • Support training consultants in developing projects, promoting and implementing non-credit, customized or in-house training;
  • Manage the logistics of a wide variety of training (support for programming, reservation of premises, follow-up of registrations, technical support to clients, follow-up of offered, confirmed, postponed or cancelled training, management of absences and re-takes, management of teaching materials and reprography, etc.);
  • Assist training consultants in promotional activities (lunch conferences, 5 to 7, etc.);
  • May be required to work outside regular working hours;
  • Assist professional staff with operational tasks, particularly in the context of online training;
  • Perform various administrative tasks related to the sector of activity: data entry, follow-up of legal software, update of the schedule, preparation and circulation of equipment, management of petty cash, etc.
Requirements
  • Hold a Diploma of Vocational Studies (DEP) with an appropriate option or a Diploma of Secondary Studies (DES) or a diploma or certificate of studies recognized by the competent authority, and have four (4) years of relevant experience;
  • Very good knowledge of written French (pass the advanced level test);
  • Very good knowledge of the Office suite, particularly the Word, Excel and PowerPoint software (pass the intermediate level test);
  • Aptitude to work daily with the training and management software of registrations and payment of training (VIVA);
  • Ability to organize their work, respect short deadlines, follow multiple files simultaneously and be able to manage frequent unexpected events;
  • Autonomy, resourcefulness, discretion, tact and diplomacy;
  • Customer service skills and ability to work in a team.

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