Administrative Assistant

**SUMMARY**

The Administrative Assistant supports the office on a variety of administrative responsibilities. The role calls for an individual with an enthusiastic personality, strong relationship skills, the ability to work independently and take initiative.
**ESSENTIAL DUTIES AND RESPONSIBILITIES**
- Performs a variety of administrative duties including preparing correspondences, reports, presentations, and managing calendars;
- Schedules and attends meetings, prepares agendas, meeting packages, transcribes and distributes minutes;
- Tracks, follows-up and reports on action items from meetings;
- Assist in tracking invoices, creating and managing budgets and expense claims ensuring payments, amounts and records are correct;
- Oversees travel arrangements and ensures associated trip related events and other details are coordinated;
- Researches and compiles data, coordinates special events and other projects as required;
- Other related duties as assigned.

**JOB REQUIREMENTS**
- Solid interpersonal and communication skills (both oral and written);
- Advanced skills using Microsoft Office Suite (Outlook, Word, Excel, Power Point);
- Excellent organizational and time management abilities required to prioritize a high volume of tasks or competing priorities;
- Strong attention to detail and the ability to multi-task and exercise sound judgement;
- Ability to develop relationships and work well with all levels of internal management and staff;
- Flexible and able to work well under deadlines and changing priorities;
- Ability to work independently and think proactively.

**EDUCATION, EXPERIENCE AND/OR CREDENTIALS**
- Relevant post-secondary education with a minimum of 5 years’ experience in an Administrative Assistant role at the senior level;
- Minimum one (1) year experience in a finance position an asset;
- Prior experience in an industrial/construction sector would be an asset.

**CORPORATE COMPLIANCE RESPONSIBILITIES**
**We care about our internal and external customers - loyalty is earned.**
- Listen, and listen more, to better understand - you get excited about opportunities to help others.
- Own customers’ challenges to deliver unique solutions - you recognize that it’s our privilege to serve customers because without “them,” there is no “us.”
- Focus on what is “important” as opposed to “urgent” - you focus on the big picture rather than getting lost in the details.
- Express thanks to those who help us constantly improve - you recognize and embrace constructive criticism.
**We strive for safety excellence - practice safety within the workplace, our homes, and at play.**:

- No compromise on safety - make safety a thought, an action, a cornerstone belief in everything you do.
- Live safely for yourself, your team, and your family - you work together to ensure safety for all.
- Learn and improve from past experiences - lessons learned fuel our future successes.
**We create a great workplace by filling it with spectacular people - set expectations high, have fun, and celebrate our successes.**:

- Succeed through professional and personal growth - take ownership of your own success.
- Always be a Rokstad ambassador - take pride in opportunities to share your beliefs, learnings, strengths, and ideas.
- Respect the unique contribution that every employee brings to the table - be open to learning and growing from employees who move Rokstad forward and help you achieve more.
- Place importance on effectiveness rather than effort - work smarter, by being conscious of your current levels of productivity, health, and happiness.
**We take pride in what we do - how we show up is important.**:

- Be part of the solution - you problem solve rather than complain, gossip, or cut others down.
- Know when to lead, know when to follow - check your ego at the door.
- Pursue improvementrelentlessly - you make continual changes to grow.
- Strive to achieve the best results - you have higher expectations of yourself than Rokstad has of you.
- Embrace change - you understand that markets change, competition changes, and technology changes.
**We stand among the very best - doing it right makes our reputation even stronger.**:

- Act in Rokstad’s best interest - as though you are an owner.
- Say what you mean, mean what you say -One dishonest action can ruin a lifetime of goodwill.
- Demonstrate trust in order to gain trust - an honest day’s work for an honest day’s pay.
- Lead by example - you recognize that your actions are always being observed, and actions speak louder than words.
- Seek first to understand before seeking to be understood - you avoid drawing ill-informed conclusions or assumptions.
**We respect our position in the broader community - act in accordance with our culture and values.**:

- Build and support the communities where we work and live - make the world cleaner, safer, and more interesting.
- Care for and respect our environment - promote environmentally sound practices