Position Description

Administrative Assistant II - 18m TERM
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INTRO

Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office for a large department. Supports management through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material.  Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.

DUTIES

  • Coordinating the workflow of department manager/line director
  • Manage scheduling of meetings and appointments
  • Coordinate meetings, such as booking rooms, sending invites, ordering catering
  • Review incoming correspondence and electronic mail and take appropriate action.
  • Prepare correspondence, minutes, action lists; and prioritize commitments
  • Track and follow-up on actions placed on Manager/Director and other division staff
  • Act as liaison between Director/Manager and division staff
  • Organize events such as division seminars, workshops and international conferences
  • Arranging/coordinating travel
  • Maintain accurate office records and files/follow-up system for outstanding issue

Ensuring reports meet CNL standards

  • Adhering to CNL's corporate document standards and rules (formats, storage and numbering protocols).
  • Work with various groups both within and outside of the departments to ensure reporting requirements are met
  • Reviewing and updating documents (formal documents, presentations, spreadsheets) to ensure format requirements are met
  • Communicates objectives, directives, policies/procedures, and general information to staff,and ensure quality of cross-functional administrative processes.
  • Providing status updates and supporting documentation for various scorecard/project reporting

Assist management with protected sensitive Human Resource / Financial requirements

  • Handle sensitive and confidential information pertaining to all levels of Departmental and/or Divisional staff
  • Work with the Director and/or Managers to assist in preparation of promotion cases
  • Coordinating meetings and gathering data from managers for various HR processes, such as performance management cycle, and succession planning
  • Assisting in the budget process (reporting forecasts, submissions to Finance).
  • Coordinating smaller scale business support projects or providing administrative support to larger projects

Day to day office administrative duties

  • Tracking and ordering supplies
  • Photocopying/printing
  • Submitting maintenance/IT requests
  • Submitting expense reports

QUALIFICATIONS 

Education

  • Secondary School Graduation
  • Post-secondary training in Business Administration an asset

Experience

  • Five years of experience in an administrative assistive role, or the equivalent

Abilities and Skills

  • Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel
  • Detail oriented and comfortable working in a fast-paced office environment
  • Excellent written communication skills
  • Superior organization skills and dedication to completing projects in a timely manner
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem solving skills
  • Can work independently without supervision
  • Must be "Team" oriented with demonstrated ability to work well with others and promote positive work environment. Demonstrated leadership skills with ability to train and develop others.
  • Demonstrates tact, diplomacy, trust, and discretion in handling of sensitive and confidential
  • information
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