Under the general direction of the Manager of Client Services, the Administrative Assistant is responsible for providing a broad range of coordination and administrative support services for the Client Services management team.
The Administrative Assistant is responsible for providing support to the Division by receiving and triaging daily media inquiries and other escalated email requests for the Manager of Client Services. Additional responsibilities include organizing workflow, establishing and maintaining effective and efficient office systems, correspondence and issues tracking, priority identification and deadline control, scheduling meetings and appointments, screening and referring incoming inquiries and requests, information gathering, and compilation and preparation of routine correspondence.
The Administrative Assistant also attends meetings, organizes and maintains systems applications and confidential business office records, and assists with liaising and coordinating activities within the Division.
As the Administrative Assistant, your duties will include:
- Manages and coordinates administrative office activities for the Client Services management team.
- Develops and maintains ongoing knowledge and conducts research of current issues and strategic objectives being dealt with by the Manager of Client Services, to assist in issues management.
- Provides special project support as required.
Your education and qualifications include:
- Post-secondary diploma in business and/or office administration
- Additional post-secondary courses or further education in human rights, social services, or a related field is an asset.
- 3 years of responsible and diversified office and administrative experience including but not limited to managing and coordinating multiple schedules and calendars, summarizing reports or other material and composing effective and accurate correspondence.
- Experience in coordinating and managing office priorities and activities.
- Experience coordinating financial processes and documentation.
- Strong verbal and written communication skills.
- Advanced proficiency in Microsoft Office skills (including Outlook, Word, Excel).
- Ability to work independently and make decisions relative to coordinating and assigning requests for action.
- Ability to recognize politically sensitive issues and deal with confidential information with a high degree of judgement and discretion.
- Ability to establish and maintain effective working relationships with all levels of the organization, including stakeholders and the public.
- Previous experience supporting the drafting of policies, procedures, and projects.
- Ability to organize and prioritize multiple tasks and work under tight deadlines and variable work demands
- Ability to research and analyze information related to customer concerns and triaging the concern to management
- Knowledge of the principles of office management and of progressive office procedures and systems.
- IMPORTANT: Applicants who have been educated outside of Canada must have education which is comparable to the minimum qualification in Canada. Applicants submitting foreign credentials require an official academic assessment report issued by a recognized Canadian assessment service https://canalliance.org/en/ at application.
Conditions of employment:
- The successful applicant must maintain legal eligibility to work in Canada. If the successful applicant possesses a work permit, it is their responsibility to ensure the permit remains valid.
- Police Information Check with vulnerable sector check satisfactory to the employer will be required from the successful applicant at their expense.
