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Administrative Assistant

Number of Available Positions: 1

Location: Ottawa

Experience Level Required: Fresh

Volunteer: Internship: Co-Op: Contract:
Casual: Part Time: Full Time:
JOB PURPOSE:

To perform a wide range of office support and administrative duties for the senior management, employees, and the organization as a whole with the aim of enabling efficient operations.

 

Disclaimer: This position is unpaid regardless of being a volunteer, or an internship.
ROLES & RESPONSIBILITIES:
  • Assist with general administrative task 
  • Point of contact for internal employees and external clients 
  • Maintain calendar and set up meetings 
  • Handle billing and expenses 
  • Prepare and communicate e-mail newsletters 
  • Handle client enquiries by email or phone 
  • Send out requested information to client’s 
  • Submit expense reports 
  • Make necessary travel and team bonding arrangements 
  • File management correspondences  
  • Answering support tickets raised 
QUALIFICATION: Bachelor’s degree in a Business-related discipline 
RELEVANT EXPERIENCE:
  • Minimum of 1-year experience as an Administrative or Executive Assistant 
  • Experience in a tech company preferred 
  • Experience in Office 365 environment 
  • Experience and proven training in Microsoft Teams, Microsoft Kaizala and Microsoft Planner preferred 
SKILLS/ COMPETENCES:
  • Possesses strong Interpersonal skills 
  • Ability to handle multitasks at the same time  
  • Able to communicate effectively with different stakeholders via emails, over phone or face to face  
  • Capable of organizing his responsibility according to its priority and importance  
  • Getting along with technology and different software used 
  • Excellent in understanding and serving customers’ needs  
  • Able to manage his/her time appropriately to achieve the desired goals 
DIMENSIONS (METRICS):
  • Efficiency with speed and accuracy 
  • Cost saving 
  • Client satisfaction
PERSONAL CHARACTERISTICS & BEHAVIOUR:
  • Capable of excellently communicating written and verbal 
  • Ability to work well in a team 
  • Being self-motivated  
  • Possessing strong organization skills  
  • Interested to continuously learn and develop his/her skills 
BENEFITS:
  • Training (Office 365, Cyber Security, and the virtual environment)
  • Mentoring and Coaching in the area of volunteer work
  • Reimbursement of exam fees when successfully earned the pre-approved professional certification (certain conditions applies)
  • Fixable hours and Working Virtually
  • Able to obtain a reference letter from ENCADE on the hours reported in approved time-sheet
  • Regular appraisal evaluations of skills with suggestions for improvements
  • This volunteer work / internship can be reflected on academic credits whenever applicable and accepted by the educational institution
  • Addition to the PDUs of the project management certification requirement
VOLUNTEER EXPECTATIONS:
  • 10 Hours a week minimum
  • Weekly time sheet reporting
  • Display a positive and respectful attitude
  • Work with honesty and integrity
  • Represent the organization in a responsible manner
  • Take initiative
  • Perform their jobs to a reasonable, acceptable standard
  • Deliver results
  • Maintain good attendance
  • Be dependable and responsible
  • Be a good team player
  • Conduct themselves in a professional manner, even when off duty
  • Follow set policies and procedures when dealing with problems or issues
We look forward to having you in our fantastic team  

Apply Now