Administrative Assistant (AS4)

Administrative Assistant (AS4)

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Edmonton, Alberta

Office Professionals

Contract

04/04/2024

211558

Join a top employer and advance your career. Aplin has partnered with an Edmonton-based company to hire an Administrative Support 4. If you have ARTS experience, previous Government experience, and a background in real estate please apply below!

The Administrative Support 4 position is a key role within the organization, providing high-level administrative support to senior executives or department heads. This position requires excellent organizational skills, attention to detail, and the ability to handle sensitive and confidential information with discretion. Administrative Support 4 is responsible for managing administrative tasks, coordinating schedules, handling communication, and ensuring the smooth operation of the office or department.

Responsibilities:
  • Administrative Assistance: Provide comprehensive administrative support to senior executives or department heads, including managing calendars, scheduling meetings, and making travel arrangements.
  • Communication Management: Serve as the primary point of contact for internal and external stakeholders, handling phone calls, emails, and other forms of correspondence with professionalism and efficiency.
  • Document Preparation: Prepare and edit various documents, reports, presentations, and other materials as needed, ensuring accuracy, clarity, and adherence to company standards.
  • Meeting Coordination: Organize and coordinate meetings, conferences, and events, including logistics, venue booking, agenda preparation, and distribution of relevant materials.
  • Record Keeping: Maintain accurate records, databases, and filing systems, ensuring easy retrieval and confidentiality of information.
  • Information Management: Conduct research, compile data, and prepare reports or presentations as required, utilizing appropriate software and tools.
  • Project Support: Assist in the coordination and execution of departmental projects, tracking progress, managing deadlines, and providing administrative support as needed.
  • Office Management: Oversee general office operations, including ordering supplies, managing inventories, and coordinating maintenance and repairs.
  • Team Collaboration: Collaborate with colleagues and team members, providing support, sharing information, and fostering a positive and productive work environment.
  • Confidentiality and Discretion: Handle sensitive and confidential information with the utmost discretion, maintaining a high level of professionalism and integrity.

Qualifications:
  • High school diploma or equivalent; additional certifications or training in office administration or related fields are a plus.
  • Proven experience in an administrative support role, preferably supporting senior executives or department heads.
  • Previous work experience with Government and using the ARTS software.
  • Proficiency in office software and tools, including word processing, spreadsheets, presentation software, and email management.
  • Excellent organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines.
  • Strong attention to detail and accuracy in all aspects of work.
  • Exceptional communication skills, both written and verbal, with the ability to interact effectively with individuals at all levels of the organization.
  • Ability to maintain confidentiality and handle sensitive information with discretion.
  • Strong problem-solving skills and the ability to work independently with minimal supervision.
  • Flexibility and adaptability to changing priorities and work demands.
  • Professional demeanor, with a positive attitude and a customer service-oriented mindset.


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