Administrative Assistant

Job content

CANADIAN SECURITY PROTECTIVE CONSULTING (CANSPC)

Administrative Assistant Job Description and Scope of Work

1. Introduction

We are currently seeking a dynamic and self-motivated Administrative Assistant to join our team. The ideal candidate will have a can-do attitude, excellent communication skills, and superb multitasking abilities. This position will play a vital role in the smooth-running of our company by undertaking a range of administrative and clerical tasks.

2. Overview

An Administrative Assistant is a professional who provides various forms of administrative support to individuals and teams within an organization. Their tasks can range from organizing files, drafting messages, scheduling appointments, conducting interviews and managing office operations. The role of an

Administrative Assistant is of vital importance within a company. Their work enables other members of the organization to perform their duties more efficiently and effectively. By taking care of administrative tasks, they allow managers and executives to focus on strategic tasks that require their expertise.

Job Title:Administrative Assistant

Pay:Starting at $18

Part Time: 20 hours weekly

3. Job Description / Roles and Responsibilities:

Administrative Assistants are often the backbone of a company’s operations. Without them, essential tasks like communication, record keeping, and schedule management could easily become chaotic and unmanageable. They contribute to maintaining a well-structured, organised, and smoothly running office environment while responding to employee questions.

ADMINISTRATIVE ASSISTANT – SCHEDULE “A’ May 2023

Their role becomes even more critical in large organizations, where the volume of administrative tasks is high and requires skilled professionals to manage. They not only help in the routine operations but also in decision-making processes by providing necessary information and ensuring that all relevant parties are well-coordinated.

4. Key Areas of Responsibility

a. Communication Management:This includes handling incoming and outgoing communication. For example, answering phone calls, managing emails, scheduling meetings, coordinating appointments, and sometimes communicating with clients or customers.

• Drafting communications
• Sending / receiving emails
• Drafting notices
• Answering phone calls
• Managing correspondence
• Note taking at meetings

b. Document Management:This involves creating, editing, and managing documents. This could be drafting letters or memos, creating spreadsheets or presentations, managing files and records, and ensuring all necessary documents are organized and accessible.

• Creating documents
• Managing records
• Editing and formatting reports
• Preparing presentations
• Document control

c. Schedule and Calendar Management:This involves managing the schedules of executives or other employees, arranging meetings, and keeping track of appointments. It could also include planning events, booking travel arrangements, or coordinating other logistics as necessary.

• Planning meetings
• Scheduling site visits and inspections
• Coordinating travel and dinner events
• Arranging travel
• Communicating with property managers & contracts
• Office Administration:This includes a variety of tasks that keep an office running smoothly, such as ordering supplies, managing office equipment, handling mail, and liaising with building maintenance or other support services.

ADMINISTRATIVE ASSISTANT – SCHEDULE “A’ May 2023

• Supply management
• Equipment management
• Mail handling
• Document preparation
• Reception duties

d. Project Support and Coordination:This can involve supporting specific projects or initiatives, such as conducting research, compiling data, creating reports, coordinating with different departments or team members, and ensuring tasks are completed on schedule.

• Research support
• Resource management
• Tracking projects progress
• Document preparation and management
• Meeting coordination

Each of these categories encompasses a wide range of tasks, and the specific responsibilities of an administrative assistant can vary greatly depending on the organization and the role. However, these categories should give a good overview of the types of tasks an administrative assistant typically performs.

5. Summary

The Administrative Assistant role requires a high level of professionalism, adaptability, and the ability to prioritize tasks in a fast-paced environment. The successful candidate will be expected to meet deadlines, manage multiple job duties, and provide excellent customer service. We’re looking for someone who is organized, detail-oriented, and comfortable working with diverse teams. Potential candidates are requested to send resume to office@canspc.com

ADMINISTRATIVE ASSISTANT – SCHEDULE “A’ May 2023

Job Type: Part-time

Salary: From $18.00 per hour

Benefits:

• Extended health care
• Flexible schedule
• On-site parking
• Vision care
• Work from home

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Overtime

Supplemental pay types:

• Bonus pay
• Overtime pay

Ability to commute/relocate:

• Ottawa, ON: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (preferred)

Experience:

• Front desk: 1 year (preferred)
• Administrative experience: 1 year (preferred)

Language:

• Mandarin (preferred)

Shift availability:

• Day Shift (preferred)

Work Location: In person

Expected start date: 2023-07-03