Executive Administrative Associate

4 weeks ago

Iroquois Falls, Ontario, Canada First Student Shared Services Full time

Join Our Team at First Student Shared Services

About Us:

At First Student, we take pride in being a large family of over 60,000 dedicated employees who are committed to the safe transportation of more than 5 million students and passengers daily. Our family of brands includes Transco, Total Transportation, Maggies Paratransit, and GVC II. Our team members are at the forefront of safety and innovation, developing and implementing the most advanced training and technology in the transportation sector.

Position Overview:

The Administrative Assistant will perform essential clerical and administrative tasks, including drafting correspondence, scheduling appointments, and organizing both paper and electronic files. This role involves coding and processing departmental invoices, providing information to callers, and updating various reports.

Key Responsibilities:

  • Assist with various processes such as reconciliation, expense report preparation, invoicing, and annual budget development.
  • Answer phone calls, provide information to callers, take messages, or transfer calls to the appropriate personnel.
  • Establish and maintain both paper and electronic filing systems for records, correspondence, and other materials.
  • Open, read, route, and distribute incoming mail and other materials, preparing responses to routine correspondence.
  • Complete and route forms in accordance with company protocols.
  • Coordinate conferences, meetings, and travel arrangements for office staff.
  • Administer departmental programs, projects, and processes.
  • Order and manage office supplies.
  • Make copies of correspondence and other printed materials.
  • Support recruitment efforts by posting job openings internally and externally.

Qualifications:

  • Less than 2 years of relevant experience.
  • Proficiency in Microsoft Office, including Excel and PowerPoint.
  • Strong written and verbal communication skills.
  • Excellent organizational and follow-up abilities.
  • Attention to detail is crucial.
  • Ability to operate office equipment such as fax machines, copiers, and phone systems; capable of using computers for spreadsheet, word processing, database management, and other applications.
  • Professional demeanor and confidence to work in a corporate environment.

First Student is a leading provider of school transportation services, operating in numerous locations across the US and Canada. We collaborate with school districts to ensure safe, reliable, and cost-effective transportation for millions of students each school day. Our workforce exceeds 48,000 employees, and we manage a fleet of over 43,000 buses.

We Value Diversity:

At First Student, we aspire to foster a culture where all individuals are valued. We are committed to attracting and retaining a diverse workforce, and we encourage applications from women, persons with disabilities, Indigenous peoples, and members of visible minorities. First Student is an equal opportunity employer, dedicated to promoting an inclusive culture that supports growth for all. We are committed to providing reasonable accommodations throughout the hiring process and encourage applicants to inform us of any needs for accommodation.

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