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Administrative Assistant

2 weeks ago

Ottawa, Canada CAA North & East Ontario Full time

**Job Title: Administrative Assistant**

**Term: 6 month contract, with possibility of permanency**

**Wage: $46,000 per annum / $23.59 per hour**

**HYBRID**:The Administrative Assistant will work onsite at 1031 Bank St and 5515 Canotek Rd, with occasional Work-From-Home

**Job Overview**:
The Administrative Assistant is responsible for providing administrative support to ensure efficient operation of the office. This role involves handling a wide range of administrative and executive support-related tasks and working independently with little or no supervision. The Administrative Assistant will interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality.

**Key Responsibilities**:
Scheduling and Coordination:

- Manage and maintain schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.
- Organize meetings and coordinate public focus groups and travel talks.

Documentation and Reporting:

- Prepare reports, credit card reports, and expenses
- File electronic documents
- Assist in the preparation of health and safety reports
- Prepare, reconcile, and submit credit card reports

Office Management:

- Perform general office duties, such as ordering supplies, managing inventory, and maintaining an organized work environment.
- Develop and update administrative systems to make them more efficient.
- Support team by performing tasks related to organization and strong communication.

**Requirements**:
Education and Experience:

- High school diploma or equivalent; post-secondary degree/diploma preferred.
- Proven experience as an administrative assistant, virtual assistant, or office admin assistant.

Technical Skills:

- Knowledge of office management systems and procedures.
- Proficiency in MS Office (MS Excel, MS Word, and MS PowerPoint, in particular).
- Experience with office software such as Microsoft Outlook, Excel, and Word (preferred).
- Familiarity with scheduling tools and project management software (preferred).

Administrative and Organizational Skills:

- Excellent time management skills and ability to prioritize work.
- Attention to detail and problem-solving skills.
- Strong organizational skills with the ability to multi-task.

Communication and Interpersonal Skills:

- Excellent written and verbal communication skills.
- Ability to handle sensitive information with **a high degree of integrity and confidentiality**.

Employment is contingent on a successful Criminal Background Check and references.

Job applicants who have disabilities shall be provided with reasonable accommodation throughout the recruiting process.

**Job Types**: Full-time, Fixed term contract
Contract length: 6 months

Pay: $23.59 per hour

Expected hours: 37.5 per week

**Benefits**:

- Company events
- Employee assistance program
- On-site parking
- Store discount
- Work from home

Schedule:

- 8 hour shift
- Monday to Friday
- Weekends as needed

**Experience**:

- Administrative Assistant: 1 year (preferred)

**Location**:

- Ottawa, ON (preferred)

Work Location: In person