Administrative Assistant

SUMMARY

The Administrative Assistant will be required to perform an array of administrative duties including reception. Additional responsibilities may include taking minutes during meetings and scheduling appointments for departmental managers. The Administrative Assistant is also accountable for drafting, reviewing, and editing time-sensitive correspondence sent by the management team. Other duties, relevant to the position, shall be assigned as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Under the direction of the Senior Workforce Manager, the Administrative Assistant is responsible for the following:
**Reception and Customer Service**
- Greet and welcome all guests as soon as they arrive at reception
- Direct visitors to the appropriate person and office
- Responding to requests for the mail-out or distribution of general Westerner Park information
- Receive, sort and distribute daily mail/deliveries and delivering mail to the postal outlet if required. As well as maintaining postage machine
- Be proactive with photocopier paper and fill when low to maintain streamlined office functions.
- Order and keep inventory of stock and supplies.
- Operating and maintaining the postage meter, photocopiers and other office equipment
- Willl be the main contact for internal phone system including troubleshooting and staff support
- Donald Administration building office maintenance i.e., supplies, lunchroom standards, storage areas, meeting room preparations, and opening/closing duties
- Be proactive when maintaining the cleanliness and supply of the lobby area, coffee room, Boardrooms, supply cabinet and supply room; and ensuring sufficient supplies are on hand
- Check for any areas that can be prepared and turned over for upcoming meetings and group sessions
- Monitoring the two-way onsite communication system, and advise of needed connections and communications with the team

**Administrative Support**
- Preparing correspondence and providing administrative support for the Chief Executive Officer, Senior Leadership and Business Unit Managers, as required
- Providing administrative support to departments as requested i.e., labeling, filing, laminating, paper trimming, creating excel sheets, and organizing documents for business unit managers
- Assigned to organizational committees as a staff liaison to support the needs of the committee in accordance with Westerner Park standards
- During major events (Westerner Days and CFR) may be required to coordinate volunteer support for the role
- Review and prepare all documents, reports and other correspondence materials for the management team
- Coordinate departmental office activities
- Support Workforce functions as required
- Review, evaluate and distribute all incoming and outgoing mail
- Take and transcribe meeting minutes. Collecting and distributing meeting minutes for Event Planning and staff meetings
- Maintain a high level of confidentiality and professionalism in all interactions
- Assist with report and presentation development and preparation
- Maintain a professional image and demeanor with all employees, management, executives and visitors at all times
- Research and assist with all Requests for Proposals (RFP)
- Prepare travel arrangements with a keen attention to detail, where necessary
- Record Keeping—organizational reports I.e., event reports, supply reports, etc
- Other duties shall be assigned as required to meet the needs of the organization, including but not limited to major events

**CORE COMPETENCIES**
- Exceptional Customer Service (internal and external)
- Problem Solving
- Proactive
- High Attention to Detail
- Accountability
- Decision Making
- Planning and Organizing
- Communication
- Teamwork

**QUALIFICATION AND REQUIREMENTS**
- Post-Secondary certificate in business administration is required
- 2 to 4 years of administrative experience and skills, including written and oral communication skills, and a strong working knowledge of computer programs
- Proficient use of various office-based software including Microsoft 365 and SharePoint
- Experience in taking and transcribing meeting minutes
- A pleasant, positive, courteous and energetic attitude, demonstrate exceptional customer service skills, accountability, dependability, time management skills, strong interpersonal skills and a positive approach to teamwork
- Ability to create a positive first impression of Westerner Park for the general public, volunteers and customers
- A positive and mature attitude and skilled in organization and self-management with high attention to detail
- Able to work extended workdays and weekends as required to fulfill job and committee liaison responsibilities relating to all Westerner Park produced events
- Ability to work interdependently with other business units to support their functions

**WORK ENVIRONMENT**
- Busy office setting
- Manual dexterity is required to use desktop computers and peripherals
- Interacts with public at large
- Abil