Administrative Assistant Needed In Canada By Prime Green House Ltd

Responsibilities:

• Manage and maintain executives’ schedules, appointments, and calendars.
• Coordinate meetings, conferences, and events, including arranging logistics and preparing necessary materials.
• Assist in drafting and editing emails, reports, memos, and other correspondence.
• Answer and direct phone calls, emails, and inquiries to the appropriate personnel.
• Greet visitors, clients, and guests in a professional and friendly manner.
• Maintain and update office records, databases, and filing systems.
• Handle sensitive and confidential information with discretion and professionalism.
• Assist in basic accounting tasks, including invoicing, expense tracking, and record-keeping.
• Order and manage office supplies, ensuring availability for smooth operations.
• Assist in preparing presentations, spreadsheets, and documents as needed.
• Collaborate with team members to coordinate projects and tasks effectively.
• Support the onboarding process for new employees, including preparing orientation materials.
• Perform general clerical tasks, such as photocopying, scanning, and data entry.
• Maintain cleanliness and organization of common areas and workspaces.
• Handle travel arrangements and accommodations for team members when necessary.
• Assist in coordinating office maintenance and repairs as needed.
• Keep up-to-date records of office expenses and reimbursements.
• Uphold a positive and professional office atmosphere.
• Assist in planning and executing office events and celebrations.
• Adhere to company policies and procedures and ensure compliance.
• Perform additional tasks and projects as assigned by supervisors.

Qualifications:

• High school diploma or equivalent; additional education in office administration is a plus.
• Proven experience as an administrative assistant or in a similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office equipment.
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Attention to detail and accuracy in all tasks.
• Ability to handle multiple tasks and prioritize responsibilities.
• Discretion and professionalism when handling sensitive information.
• Adaptability to changing priorities and willingness to take initiative.
• Strong interpersonal skills for interacting with team members and clients.
• Problem-solving skills to address unexpected challenges.
• Familiarity with basic accounting principles is advantageous.
• Knowledge of office management software and tools is a plus.

Tasks

• Determine and establish office procedures and routines
• Answer telephone and relay telephone calls and messages
• Answer electronic enquiries
• Order office supplies and maintain inventory
• Open and distribute regular and electronic incoming mail and other material and co-ordinate the flow of information
• Set up and maintain manual and computerized information filing systems
• Type and proofread correspondence, forms and other documents
• Establish and implement policies and procedures
• Plan, organize, direct, control and evaluate daily operations

Experience and specialization

Computer and technology knowledge

• MS Office

Additional information

Work conditions and physical capabilities

• Fast-paced environment
• Attention to detail

Personal suitability

• Ability to multitask
• Flexibility
• Organized
• Reliability
• Team player