office administrative assistant

Work setting

• Private sector
• Urban area

Responsibilities

Tasks

• Train staff
• Establish and implement policies and procedures
• Train other workers
• Determine and establish office procedures and routines
• Answer telephone and relay telephone calls and messages
• Answer electronic enquiries
• Compile data, statistics and other information
• Oversee the preparation of reports
• Advise senior management
• Respond to employee questions and complaints
• Order office supplies and maintain inventory
• Oversee payroll administration
• Arrange travel, related itineraries and make reservations
• Greet people and direct them to contacts or service areas
• Set up and maintain manual and computerized information filing systems
• Type and proofread correspondence, forms and other documents
• Perform data entry
• Provide customer service
• Perform basic bookkeeping tasks
• Delegate work to office support staff
• Assign, co-ordinate and review projects and programs
• Carry out administrative activities of establishment
• Oversee and co-ordinate office administrative procedures
• Resolve conflict situations
• Review and evaluate new administrative procedures
• Establish work priorities and ensure procedures are followed and deadlines are met
• Co-ordinate and plan for office services such as accommodation, relocation, equipment, supplies, forms, disposal of assets, parking, maintenance and security services
• Assist in the preparation of operating budget and maintain inventory and budgetary controls
• Assemble data and prepare periodic and special reports, manuals and correspondence
• Coach

Supervision

• No supervision responsibility

Experience and specialization

Computer and technology knowledge

• MS Excel
• MS Outlook
• MS Windows
• MS Word
• Accounting software
• MS Office
• Electronic mail
• Spreadsheet

Technical terminology

• Business

Additional information

Transportation/travel information

• Own transportation
• Public transportation is available

Work conditions and physical capabilities

• Ability to work independently
• Work under pressure
• Attention to detail
• Work with minimal supervision

Personal suitability

• Ability to multitask
• Excellent oral communication
• Excellent written communication
• Flexibility
• Judgement
• Organized
• Team player
• Accurate
• Client focus
• Reliability
• Time management
• Adaptability
• Accountability
• Dependability
• Due diligence
• Quick learner
• Efficient interpersonal skills
• Integrity