Administrative Assistant/Receptionist
Sullivan + Associates Clinical Psychology
Thunder Bay, ON

Job Summary

The Administrative Assistant/Client Care Specialist, under the direction of the Office Manager, will primarily be responsible to prepare, review, and/or edit various forms of correspondence. This role will also act as a first point of contact and provide general information to staff, clients, and the public. The Client Care Specialist must possess ability to adapt to new technology, the ability to deal with people in a fast pace environment, as well as, sensitively, tactfully, diplomatically, and professionally at all times.

Competencies

  • Attention to Detail
  • Client/Customer Focus
  • Communication
  • Organization
  • Ownership
  • Professionalism
  • Resourceful
  • Time Management

Job Duties

  • Prepare, review, and/or edit various forms of correspondence such as letters, invoices, and reports
  • Act as a first point of contact and provide general information to staff, clients, and the public relating to their questions, concerns, or suggestions
  • Answer telephone and electronic inquiries and relay telephone calls and messages
  • Refer and/or redirect calls, emails, or visitors as required
  • Assist in the compilation of data for various reports
  • Maintain a high level of confidentiality in all interactions
  • Maintain and monitor office supply inventory levels; place orders as required; and arrange for servicing of office equipment
  • Organize, maintain, and coordinate office records and files
  • Photocopy and organize documents for distribution, mailing, binding, and filing
  • Prepare agendas for meetings, and transcribe and distribute meeting minutes
  • Present a positive and professional image of the organization when interacting with employees, clients/customers, visitors, and other external stakeholders
  • Review all documents, reports, and correspondence prepared for executive or management signatures for format, content, grammar, and spelling; make edits as necessary
  • Schedule and confirm appointments, meetings, and conferences for management team and/or clients/customers
  • Accurately and appropriately file correspondence, invoices, and receipts

Job Requirements

  • Ability to adapt to new technology
  • Ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times
  • Ability to effectively communicate both verbally and in writing
  • Ability to prioritize and manage conflicting demands
  • Ability to respond quickly in a dynamic and changing environment
  • Ability to type 60 words per minute
  • Ability to work individually as well as part of a team
  • Proficient in Microsoft Office programs (including Word, Excel, and Outlook)
  • Strong writing, editing, and proofreading skills
  • Superior telephone manners and strong interpersonal skills
  • Degree or diploma in administration, business, or a related field
  • Three years of experience in an administrative role
  • One year of experience in a related industry
  • High flexibility with strong interpersonal skills that allow one to work effectively in a diverse environment

Work Conditions

  • Operation of desktop computer and peripherals
  • Extended periods of sitting
  • Interaction with employees, management, and the public at large
  • Working in a busy office environment with frequent interruptions

Job Type: Full-time

Salary: $16.00 /hour

Experience:

  • administrative: 2 years (Preferred)
  • Receptionist: 1 year (Preferred)

Location:

  • Thunder Bay, ON (Required)

Language:

  • English (Required)