Title: Administrative Assistant II
Duration: 12 months
Location: 209 Dundas Street, Whitby, Ontario, L1N 7H8
Schedule: Monday – Friday, 9:00 AM – 5:00 PM (Onsite – 5 days a week)
Training: 2 weeks of shadowing
 
Job Description
Provides dedicated administrative support to executives at the company's Vice President (VP) level and may also provide a broad range of administrative or general office support for the broader team as assigned. Work will involve a range of complexity and may include but is not limited to the following accountabilities.
 
Roles and Responsibilities:

• Provide a high level of administrative support ensuring quality service and professionalism at every customer interaction.
• Manage efficiently in a multi-tasked environment and ensure deadlines are met.
• Apply appropriate due diligence ensuring accuracy in preparing and promptly completing all required supporting documentation (i.e. reports, presentations, invoices, correspondence/communications, tables, charts, files, etc.).
• Schedule and organize meetings, including preparation and coordination by booking facilities, pre-mail, arranging required equipment and refreshments, as required.
• Maintain proficiency with software applications/programs and/or department specific systems as required (i.e. MS Office, Word, PowerPoint, Excel, Lotus Notes, etc.).
• Efficiently manage and promptly respond to all incoming enquiries/requests for information independently or redirect to the appropriate person/area.
• Provide accurate, organized and efficient administrative support; collect and track data, research information, sort and distribute mail, balance and process expense reports, schedule and organize meetings, manage calendars, create and maintain files, and perform other administrative assignments as required.
• Consistently exercise discretion in managing correspondence, information and all matters of confidentiality; escalate issues where appropriate.
• Prioritize and manage own workflow to ensure quality and efficiency.
• Use software programs and other tools or equipment with ease and efficiency and provide documents/information that effectively support the needs of the team.
• Efficiently manage expectations/concerns through strong communication skills, both verbal and written.
• Take initiative to identify and recommend improvements in own job function and research and/or investigate issues requiring resolution in order to execute assigned tasks.
• Admin support, preparation of different paperwork, phone interaction, and interaction with IA.

 
Must-Have Skills:

• High school diploma or GED required.
• 2-4 years’ experience required.
• Customer service experience.
• Ability to prioritize and be flexible.
• Attention to detail.
• Strong communication.
• Ability to foster sensitive information.
• Organizational skills and efficiency.
• Verbal and written communication skills.
• Multi-tasking skills.
• Customer service skills.
• Interpersonal skills.
• Ability to work independently and manage one's time.
• Ability to keep information organized and confidential.

 
Nice-To-Have:

• CIRO license.

 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 20.59/hr.