administrative assistant

Responsibilities

Tasks

• Coordinate the flow of information within the team
• Direct and control daily operations
• Open and distribute mail and other materials
• Plan and organize daily operations
• Record and prepare minutes of meetings, seminars and conferences
• Determine and establish office procedures and routines
• Schedule and confirm appointments
• Answer telephone and relay telephone calls and messages
• Oversee the analysis of employee data and information
• Answer electronic enquiries
• Compile data, statistics and other information
• Oversee the preparation of reports
• Respond to employee questions and complaints
• Order office supplies and maintain inventory
• Arrange travel, related itineraries and make reservations
• Greet people and direct them to contacts or service areas
• Set up and maintain manual and computerized information filing systems
• Type and proofread correspondence, forms and other documents
• Perform data entry
• Provide customer service
• Maintain work records and logs

Experience and specialization

Computer and technology knowledge

• MS Excel
• MS Windows
• MS Word
• Electronic scheduler
• Database software
• Desktop publishing software
• Human resources software
• MS Office
• Electronic mail

Technical terminology

• Business

Area of specialization

• Correspondence
• Reports and records
• Statistics
• Invoices
• Charts, tables, graphs and diagrams
• Business process management

Additional information

Security and safety

• Criminal record check

Transportation/travel information

• Own transportation
• Own vehicle
• Willing to travel
• Valid driver's licence

Work conditions and physical capabilities

• Tight deadlines
• Attention to detail
• Repetitive tasks

Personal suitability

• Ability to multitask
• Excellent oral communication
• Excellent written communication
• Flexibility
• Judgement
• Organized
• Team player
• Accurate
• Client focus
• Reliability
• Time management
• Accountability
• Quick learner