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:

• Use computer word processing, spreadsheets, and databases to prepare reports, memos, and documents
• Prepare and send outgoing mail, and courier parcels
• Update and ensure the accuracy of the organization's databases
• Provide secretarial and administrative support to management and other staff
• Use computer software to prepare invoices and financial statement
• Assist with financial reports as required
• Prepare and coordinate concerts, workshops, and lecture-demonstrations
• Provide Board support, prepare Minutes after the Board Meeting
• With the Executive Director, prepare meeting agendas and supporting material for distribution
• Ensure the timely distribution of material to the Board
• Support the Board with meeting, travel and other arrangements
• Draft minutes of Board meetings for review by the Executive Director
• Create an action list for management staff from board meetings

Qualifications

Education

• High School Diploma
• Post-secondary education in business, computers, or office management is an asset

Requirements

• Proven admin or assistant experience
• Grant Writing Experience or Assistance is a major plus 
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Proficiency in MS Word, PowerPoint, Excel, as well as GoogleDoc, GoogleSheets and GoogleSlides