Job Summary
We are seeking a highly organized and detail-oriented Administrative Secretary to join our team. The ideal candidate will provide essential support to our office operations, ensuring smooth communication and efficient administrative processes. This role requires proficiency in various office management tasks, strong customer service skills, and the ability to multitask effectively in a fast-paced environment.

Languages

English

Education

• Bachelor's degree
• or equivalent experience
• Design and applied arts, other
• Sales, distribution and marketing operations, general

Experience

3 years to less than 5 years

Responsibilities

• Arrange and co-ordinate seminars, conferences, etc.
• Coordinate the flow of information within the team
• Open and distribute mail and other materials
• Establish and implement policies and procedures
• Record and prepare minutes of meetings, seminars and conferences
• Schedule and confirm appointments
• Manage contracts
• Answer telephone and relay telephone calls and messages
• Answer electronic enquiries
• Compile data, statistics and other information
• Order office supplies and maintain inventory
• Negotiate collective agreements on behalf of employers or workers
• Arrange travel, related itineraries and make reservations
• Greet people and direct them to contacts or service areas
• Conduct research
• Work with the marketing department to understand and communicate marketing messages to the field
• Maintain and manage digital database
• Perform basic bookkeeping tasks

Requirements

• Proven experience in an administrative role or similar position is required; previous experience as a dental or medical receptionist is a plus.
• Strong computer skills with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications.
• Familiarity with multi-line phone systems and front desk operations is essential.
• Excellent organizational skills with the ability to manage multiple tasks simultaneously while maintaining attention to detail.
• Strong typing skills with a focus on accuracy in data entry tasks.
• Bilingual candidates are preferred to enhance communication with diverse clientele.
• Demonstrated customer service skills with a friendly demeanor and professional attitude.
• Ability to manage time effectively, prioritize tasks, and meet deadlines consistently.
• Experience in clerical duties such as filing, proofreading, and administrative support is highly desirable.
• Previous personal assistant experience is beneficial for managing executive schedules efficiently. Join our dynamic team where your contributions will be valued, and your professional growth will be supported!

Experience and specializationComputer and technology knowledge

• Google Docs
• MS Excel
• MS Outlook
• MS PowerPoint
• MS Windows
• MS Word
• Adobe Photoshop
• Social Media
• Quick Books

Technical terminology

• Business

Area of work experience

• Purchasing, procurement and contracts

Specialization or experience

• Specialized environmental skills and knowledge

Area of specialization

• Reports and records
• Contracts