Responsibilities

• Take initiative and provide administrative and secretarial support to an executive director or senior administrator. 
• Review administrative activities, make recommendations and act to achieve efficiencies. 
• Provide senior management with support handling routinely complex, controversial and confidential issues. 
• Monitor and coordinate designated budgets, general ledger accounts and related departmental finances. 
• Coordinate and monitor the work efforts of all designated staff. Verify the accuracy and completeness of activities performed. 
• Perform a variety of administrative support duties including word processing filing, recordkeeping and data management, scheduling/coordinating of staff and activities. 
• Operate a variety of computer applications. 
• Develop and maintain effective working relationships with all contacts, internal and external, bargaining associations, community groups and civic leaders. 
• Approve agreements with various vendors to ensure the regular maintenance or repair of general office equipment or to order supplies, materials and equipment. 
• Attend, represent and participate in meetings on behalf of designated executive directors and administrators, as authorized and record meeting minutes. 
• Develop and maintain a general awareness of current and proposed activities. Keep the immediate supervisor informed of activities which may have a positive or negative impact on the organization. 
• Conduct original, sometimes complex analysis and report preparation using spreadsheets and databases; research and analyze data/information, and report findings as required or requested. 
• Maintain both the integrity and confidentiality of all data, research and analysis. 
• Monitor all office communication methods for effectiveness and recommend changes as necessary. 
• Communicate official departmental/employer policies, procedures and practices to designated individuals or groups. 
• Exercise independent judgment to perform special assignments as requested by the Executive Director or Leadership team. 
• Compile and track department projects. Responsible for planning, organizing and delegating to ensure the smooth and efficient operation of a project. 
• Provide communications, logistical and technical support to ensure programs are planned appropriately and are executed smoothly. 
• Perform other duties as assigned. 

 

Requirements

• Bachelor’s degree in Business Administration or related field. 
• Five (5) or more years of secretarial or administrative assistant experience is required. 
• Two (2) years providing administrative support to senior or executive level management. 
• Possess strong organizational skills. 
• Possess effective communication skills including writing, reading and oral presentation skills. 
• Experience and proficiency with Microsoft Office products (e.g. Excel, Word, and PowerPoint). 

 

Desired

• Knowledge of the operations of standard office equipment. 
• Extensive knowledge of computer software applications, including word processing, databases and spreadsheets using DPS software systems. 
• Strong attention to details and ability to present difficult or complex concepts in a clear, forward manner. 
• Ability to interact confidently and comfortably with all levels of staff, students or the public. 
• Ability to be creative and flexible; to juggle multiple priorities. 
• Self-starter with a positive attitude.

 

Post Date: Saturday 04/05/2013

Expiry date: Thursday 01/05/2014

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