Jr Office assistant

Perform administrative duties with business responsibilities necessitating contact and exposure to confidential information requiring use of tact, diplomacy and discretion. Duties and responsibilities are moderately routine in nature, and require considerable judgment and initiative in resolving problems and making recommendations.

• Effective interpersonal skills and ability to work cooperatively with others
• Working knowledge of Page, Keynote, Numbers (these are equivalents of MS Word, MS Power Point, MS Excel on MacOS)
• Ability to establish and maintain effective working relationships with co-workers, managers and clients
• Fluent English both written and spoken

• College Diploma or equivalent combination of education, training and experience

• May be required to hold a valid driver’s license
• May be required to lift aprox 10kg
• Extensive use of telephone and face-to-face communication requiring accurate perception of speech
• Extensive use of keyboard requiring repetitive motion of fingers

• Manage efficiently our office
• Schedule of appointments as determined by priority
• Assist in researching and compiling data and compose routine correspondence, reports and presentations for review and final revision by manager
• Maintain all files, confidential records
• Coordinate travel schedules, arranging meetings and teleconferences
• Filter all telephone calls, mail and email; dispersing and handle as appropriate
• Receive, photocopy, distribute, and file a variety of incoming and outgoing correspondence and reports
• Be responsible for all incoming and outgoing mail and correspondence including but not limited to courier, deliveries, etc
• May be responsible for taking and distributing internal meeting minutes
• Provide relevant data, information, and back-up support materials to assist manager with day to day operations, as requested
• May track a variety of department and/or employee data and complete regularly scheduled reports by required due date
• Assist in preparation, obtain signatures, track and follow up on various personnel actions to include candidate requisition forms for open positions, employee leaves, promotions, etc
• Ensure that communications are promptly and accurately dispatched
• Assist in the planning, coordination, and preparation of major business meetings, luncheons, and dinners involving both internal and external clients
• May be responsible for the submission of staff expense reports
• May be responsible for the coordination and planning of facility needs
• When manager is on travel or out of office may respond to routine items and forward urgent issues to appropriate individuals
• Take responsibility for the selection and procurement of all Facilities related supplies

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