Administrative Assistant

Job Purpose
Administrative Assistants ensure the efficient day-to-day operation of the office, and support the work of management and other staff.
Primary Duties and Responsibilities
Administrative Assistants perform a wide range of duties including some or all of the following:
Reception
* Answer general phone inquiries using a professional and courteous manner
* Direct phone inquiries to the appropriate staff members
* Reply to general information requests with the accurate information
* Greet clients/suppliers/visitors/vendors to the organization in a professional and friendly manner
Office administration
* Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
* Sort incoming mail and courier deliveries for distribution
* Prepare and send outgoing mail and courier parcels
* Forward incoming general e-mails to the appropriate staff member
* Forward voice mail from the general mailbox to the appropriate staff member
* Purchase, receive and store the office supplies ensuring that basic supplies are always available
* Update and ensure the accuracy of the organization's databases
* Back-up electronic files using proper procedures
* Provide secretarial and administrative support to management and other staff
* Make travel, meeting and other arrangements for staff
* Coordinate the maintenance of office equipment
* Manage and maintain vendor relationships
* Update company calendar and monthly newsletter
Assist with financial management
* Assist with financial reports as required
* Month end duties as required
Qualifications
Education
* High School Diploma
* Post-secondary education in business, computers, or office management is desired but is not a requirement.
Knowledge, skills and abilities
* Microsoft Office Suite (Ex. MS Word, MS Excel, MS Outlook)
* Databases (Sitelink and Web Self Storage)
* Internet (Internet Explorer, Mozilla Firefox, Google Chrome)
* Computer (PC and/or Mac)
* Voice messaging systems (Ringcentral)
* Scanner/Copier (HP Printer)
* Data Entry
Personal characteristics
Administrative Assistants should demonstrate competence in some or all of the following:
* Behave Ethically: Understand ethical behavior and business practices and ensure own behavior and the behavior of others are consistent with these standards and align with the values of the organization.
* Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.
* Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
* Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
* Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
* Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
* Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
* Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
* Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
Experience
* 1-3 years' experience in an office setting