POSITION: Administrative Assistant
LOCATION: FPDI Sub Office – Winnipeg, Manitoba
The Administrative Assistant employs their high level of expertise in word processing, spreadsheets, power point and other software and administrative tools in the service of assisting the Project Coordinators, Management and other staff as necessary. The Administrative Assistant reports to the Executive Director.
KEY RESPONSIBILITIES
- Receive and screen telephone calls and refer all inquiries to the appropriate staff or department
- As a front-line worker, present a positive and professional image of the organization to all visitors, suppliers, general public, and partners
- Organize, maintain and coordinate office records; hardcopy and electronic
- Operate office equipment: fax machines, photocopier, computer scanning and postage machine equipment; ensure office equipment is in good working order
- Keep the office, staff room, boardrooms and waiting areas neat
- Receive and distribute mail, faxes, email, various correspondence
- Conserve staffs time by researching, routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
- Produce information/correspondence by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, graphics
- Organize and maintain administrative records; reports, project files; hardcopy and electronic
- Maintain professional and technical knowledge by reviewing publications; establishing personal networks
- Coordinator virtual and in person meetings/events (internal and external) liaise with team for larger events (prepare notice and agenda, secure venue, location set-up, order refreshments, prepare handouts, sign up lists, invite speakers, record minutes)
- Maintain confidentiality of meeting discussions
EXPERIENCE
- Office Administration certificate from a recognized educational institution or equivalent experience. Minimum of two (2) years of administration experience
- Strong written and verbal communication skills. Exceptional attention to detail
- Outstanding time management and organizational skills in a demanding fast-paced environment
- Ability to problem solve and anticipate the Executive’s needs and be solution-oriented
- Ability to multi-task and respond to changing priorities and needs with proactive follow-through
- Sound judgement regarding confidential and sensitive matters
- Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint and Adobe professional)
Interested applicants can forward a Resume and Cover Letter to:
Attention: Amber Harris
Please state “Administrative Assistant” in the email subject line
Job Types: Full-time, Fixed term contract
Pay: $35,000.00-$40,000.00 per year
Benefits:
- Dental care
- Extended health care
- Life insurance
- Paid time off
- RRSP match
Work Location: In person
