Administrative Assistant - Ottawa, Canada - Algonquin Students' Association

Algonquin Students' Association

Verified Company

Ottawa, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Reports To:
Senior Manager, Business and Facility Operations

Mission:
_To create an environment that inspires a passion for student success._

Desired Results of the Position:

A Business and Facility Operations office (which includes Theatre and Ancillary Venue spaces) that is organized, efficient, and communicative
Sufficient task support to the Senior Manager, where their focus can be on operations, development, and growth and not routine daytoday tasks
A harmonious department, where the team members feel energized, motivated, and supported to contribute to the student, guest, and client experience

Nature and Scope

The Administrative Assistant will be required to perform an array of administrative duties to support the Senior Manager, Business and Facility Operations, including secretarial and receptionist duties.

Additional responsibilities include reconciling credit card statements, organizing departmental payroll, taking minutes during meetings, scheduling appointments, and organizing incoming invoices that need to be processed.

The Administrative Assistant is also accountable for drafting, reviewing, and editing time-sensitive correspondence sent by the Theatre and Venues management team.

Other duties, relevant to the position, shall be assigned as required. The Administrative Assistant will have access to confidential information and will be required to maintain confidentiality and discretion.

The Administrative Assistant should have strong leadership skills, the ability to multi-task to handle shifting priorities with the ability to proactively manage the needs of the office, identifying office process improvements and working collaboratively to facilitate change as required.

The position requires that the incumbent establish harmonious and productive relationships with
Students' Association Board and staff, college officials, student groups and the outside community.

Job Duties

Provide administrative support to the Senior Manager, Business and Facility Operations (SMBFO), and their team members, as directed.
Facilitate the work schedule and meeting calendar of the SMBFO
Perform basic bookkeeping functions (credit card reconciliations, invoice coding, etc.)
Assist with Department Payroll coordination (collection, signing, submitting, and filing), including calculations of Stat Holiday Pay
Review and prepare all documents, reports, and other correspondence materials for the Theatre and Venues Operations management team.
Assist with the deployment and tracking of Department keys and keycards.
Coordinate departmental office activities. Review, evaluate and distribute all incoming and outgoing mail.
Take and transcribe dictation notes and meeting minutes.
Maintain a high level of confidentiality in all interactions.
Assist with report and presentation preparation.
Maintain a professional image and demeanor with all employees, management, and visitors at all times.
Research and assist with all Requests for Proposals (RFP).
Maintain and monitor office supply inventory levels and place orders as required.
Prepare travel arrangements with keen attention to detail, where necessary.
Support the production of client rental quotes, contracts, statements, settlement sheets, and deposit requests as needed
Help to generate final rental statements and invoice requests for the clients that will be used by the SA Accounting department
Digitize and save event documents to a shared drive after final settlements are complete to minimize the amount of paperwork that is kept on file
Help to standardize and maintain all templates and data sheets used in the Theatre office (including but not limited to Quote Templates, Timesheets, Rate Sheets, Cheque Requisition Forms, Liability Insurance FAQ Sheet, etc.)
Event assistance when needed.
Other duties as assigned.

Core Competencies

Ability to maintain confidentiality
Professional and organized
Strong attention to detail
Decision making with a high degree of integrity
Networking and relationship building
Results oriented
Accountability and dependability
Problem Solving and adaptability

Desired Skills and Qualifications

A postSecondary education (diploma/degree) or a combination of education and related experience in Office Administration, or Business Administration.
Minimum 2 years of experience in an arts venue or postsecondary setting
57 years experience in an administrative role, considered an asset.
A positive attitude and ability to work both individually and in a team environment.
Excellent organizational skills with the ability to multitask and handle multiple priorities.
Ability to handle a fastpaced environment with many disruptions.
Meticulous with details
Excellent customer service skills
Strong written, verbal, and interpersonal skills
Excellent computer skills; excel, data entry, webbased calendars, etc.
OWHSA/WHMIS/AODA completed upon