Administrative Assistant

**PURPOSE**

The Administrative Assistant is accountable to the Manager or the Director of a function, department or office for ensuring that all daily administrative and other function-specific support activities are carried out in a time and consistent manner to enable the function or department to achieve its respective business goals and objectives.

**DUTIES AND RESPONSIBILITIES**

**1. **General Clerical Duties and Administration**
Performs general administrative duties for the department including photocopying, fax transmittal, distribution of incoming and outgoing mail and courier packages, maintaining required stationery levels for the department; handles inquiries from and coordinates work with other functions and parties within or outside of the organization.

**2. **Documentation & Knowledge Management**
Creates, proof-reads, formats and distributes various business correspondence, formal documentation and spreadsheets; sets-up and maintains systems for department documentation and catalogues all department specific reporting and knowledge; may be required to update web-sites and other virtual portals; performs data search in open or exclusive sources and organizes/catalogues data for easier access and use; prepare PowerPoint presentations and marketing materials, as required; maintains extensive mailing and distribution lists to support functional communication; initiates document archiving and retrieval, as required.

**3. **Data & Platform Maintenance**
Performs various data input activities with the use of company’s systems, platforms and software specific to the function to ensure that data integrity is maintained and company’s policies and procedures for such activities are adhered to (e.g. lease documentation, insurance certificates, time reporting etc.); maintains various tracking systems for the department, as required.

**4. **Financial**
Performs coding of invoices, prepares Purchase Orders and liaises with Accounts Payables, where required, to ensure that payments are entered in the system in accordance with the company’s guidelines and processed timely to avoid financial penalties; may manage and reconcile impress account(s) and may be responsible for the petty cash, where applicable, as well as bank deposits for the department or office; prepares expense reports for team members, as required.

**5. **Travel Coordination and Time Management**
Prepares various arrangements and associated reporting including scheduling of appointments and meetings, travel arrangements, event organization and coordination to ensure that internal coordination between functions is timely and effective.

Any other job related duties and/or projects that may be assigned.

**MINIMUM REQUIREMENTS**
**Skills, Knowledge, Experience and Education**
- Excellent command of the English language with particular attention to grammar and spelling
- Intermediate to advanced practical knowledge of MS Office Applications
- Solid knowledge of Adobe Acrobat

**Core Competencies**
- Excellent interpersonal skills
- Strong communication skills both verbal and written
- Strong time management and organizational skills
- Ability to prioritize and maintain focus
- Ability to adapt to changing plans and priorities
- Ability to work independently
- Ability to handle confidential information
- Result
- and service oriented
- Proven proofreading skills
- Attention to detail
- __________________________________________________________________

**OBJECTIF**

L’assistant(e) administratif(ve) est sous l’autorité du directeur. Il/elle veille à ce que toutes les activités administratives quotidiennes et autres activités de soutien spécifiques aux fonctions soient menées à temps et de manière cohérente pour permettre au département d’atteindre ses objectifs commerciaux.

**FONCTIONS ET RESPONSABILITES**
- **Tâches générales de bureau et d’administration**

Effectuer des tâches administratives générales pour le service ce qui comprend la photocopie, la transmission de télécopies, la distribution du courrier entrant et sortant ainsi que les colis; maintenir les niveaux de papeterie requis pour le bureau, traiter les demandes de renseignements et coordonner le travail avec d’autres départements à l’interne ou extérieurs. Maintenir les niveaux requis de fonds d’affranchissement, ainsi que les niveaux requis de café et de fournitures de cuisine.
- **Documentation et Gestion des connaissances**

Créer, corriger, mettre en forme et distribuer les correspondances professionnelles de documents officiels et les feuilles de calculs; mettre en place et maintenir des systèmes de documentation pour le département et répertorier tous les rapports et fonctions spécifiques à ce département; pourrait être amené(e) à mettre à jour des sites web et d’autres portails virtuels; effectuer des recherches de données dans des sources ouvertes ou exclusives et organiser/cataloguer les données pour en facilit