Administrative Assistant A2

Job description

Provides clerical support within any of a variety of departments. Supports an SVP or below.

Perform clerical duties to relieve division staff and/or team members of all clerical details. Screens calls and takes messages Maintains filing systems. Composes and types routine letters, reports, and other material. Prepares and tracks expense reports and purchase requisitions. Assists in the preparation of reports, graphs, and presentations using spreadsheet and graphic software. Makes travel arrangements and manages calendar. Arranges internal/external meetings and catering needs. Maintains organization charts and distribution lists. Manages and tracks assets. Acts as an information source on organization policies and procedures. Works with other administrative personnel.

Works on assignments that are semi routine in nature where the ability to recognize deviation from accepted practice is essential. Follows standard practices and procedures. Normally receives detailed instructions on routine work and new assignments. Demonstrated strong organization skills and attention to detail. Ability to multitask and meet deadlines. Able to maintain confidential information. Professional phone manner and interpersonal skills. Use of word processing application and office equipment. BA/BS degree or equivalent 1 - 2 years of related experience.

Desired profile

Main Receptionist/Mail and Facilities for the Mississauga 5800 Explorer Dr. office. Open & close reception at designated times. Answer and direct calls in efficient, accurate, professional and pleasant manner. Greet and assist all visitors, maintain company sign in book. Understand and follow security procedures. Issue visitor badges and maintain records. Handle all requests regarding building maintenance issues. Maintain master key system. Maintenance of office equipment-copier/fax machines/AV equipment is operational, call service. Maintain customer conference room and kitchen area. Handle all incoming/outgoing mail & courier requirements. Maintain website for Kitchener office. Maintain annual purchase orders. Prepare reports as required. Assist with moves as needed and other facilities requirements as needed. Strong computer skills (Excel, Word, Powerpoint) required.

Facilities/Reception experience preferred.