Administrative Assistant

Job Description:

• Answer and direct phone calls
• Accounting, bills, preparing statements
• Organize and schedule meetings and appointments
• Maintain contact lists, association files
• Maintain, follow, and update ministry and municipality papers and files
• Produce and distribute correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Order office supplies
• Submit expense reports
• Provide general support to visitors
• Provide information by answering questions and requests
• Take dictation
• Research and creates presentations
• Generate report / certificates/ grades
• Handle multiple projects
• Prepare and monitor invoices
• Develop administrative staff by providing information, educational opportunities and experiential growth opportunities
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintain professional and technical knowledge by attending workshops; establishing personal networks; participating in professional societies
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Write letters and emails on behalf of office staff
• Book conference calls, rooms, taxis, etc.  
• Cover the reception desk when required
• Maintain computer and manual filing systems
• Handle sensitive information in a confidential manner
• Coordinate office procedures
• Reply to email, telephone or face to face enquiries
• Develop and update administrative systems to make them more efficient
• Resolve administrative problems
• Receive, sort and distribute the mail
• Answer telephone calls and pass them on
• Manage staff and parents appointments
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