Confidential Administrative Assistant

Position Overview

Reporting to Director, Customer Service; this position provides confidential administrative support to the Customer Service department.

Responsibilities

• Act on behalf of the director and/or manager to screen and prioritize incoming materials; ensure all matters including those of a confidential and/or sensitive nature, are organized, maintained and/or completed in a professional and efficient manner.
• Arrange meetings, conferences and travel; utilize on-line calendar/s and initiate contacts with external agencies and others to establish and make travel arrangements, schedule events and ensure time conflicts are resolved in a mutually agreeable manner.
• Provide assistance in budget development and monthly variance reporting activities; investigate discrepancies and contact others to obtain information.
• Ensure invoices are accurately coded and authorized and employee expenses are processed in accordance with established policies and procedures.
• Attend to requests for information; determine nature and urgency of request, sources and compiles information; ensure accuracy in the dissemination of information and the status of departmental issues.
• Prepare correspondence, reports, presentations, spreadsheets, logging consultation for regulatory purposes etc. utilizing word processing, spreadsheet and presentation software applications; proofreads and edits for style consistency and conformance to standards.
• Support managers with project assignments as required.
• Set up and maintain filing systems, maintain departmental levels of stationery, etc. Ensure administrative processes and procedures are consistently followed for effectiveness.
• Perform other duties consistent with the scope and level of the position.

Requirements

• Business or Communications Diploma from a recognized institution with a minimum 2 years of related experience or an equivalent combination of education, training and experience.
• Demonstrated ability to exercise judgment, tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.
• Demonstrated ability to prioritize tasks and complete assignments in a manner that optimizes departmental effectiveness.
• Strong organizational, time management and interpersonal skills.
• Strong analytical, problem solving and decision making skills.
• Demonstrated ability to work on a team.
• Demonstrated ability to be a self-starter, working independently with minimal supervision.
• Demonstrated ability to multitask and be flexible in order to meet operational demands.
• Strong software application skills including MS Office Word, Excel, PowerPoint, and SAP.