Administrative Assistant

AnnAve Staffing is hiring!!
Reach out to me to learn more: ann@annavestaffing.com

Position Title: Administrative Assistant (Temp Role)
Location: Ottawa
Work Hours: Monday to Friday, 3 month Term Role (37.5 hours a week)
Hybrid Work Model: 3 WFH / 2 In Office
Start Date: ASAP
Client Offers: Competitive Compensation
Job Summary:
The Administrative Assistant must have experience supporting and collaborating with a team. They must have solid knowledge of current desktop tools, excellent organizational, interpersonal and communication skills, and the ability to take initiative and function independently. The candidate must also enjoy a fast-paced environment and have the ability to adapt quickly.

Responsibilities:
• Perform administrative duties, ensuring the establishment of efficient and effective office procedures.
• Coordinate external and internal meetings, events, and teleconferences, including the booking of facilities, equipment and organizing materials.
• Coordinate travel arrangements including air, rail and hotel bookings for Directors, department staff, and stakeholders, and maintain records.
• Assist in the preparation of agendas and take minutes at a series of meetings
• Liaise with other administrative assistants, executive assistants and other staff to ensure optimal project coordination.
• Coordinate correspondence, reports and agendas as requested.
• Input and maintain information into the contact relationship management system and keep up to date – including new contacts, organizations, and conferences.
• Develop and maintain filing systems, including electronic and hard copy.
• Coordinate expense reports, code departmental invoices, support the team in tracking expenses, prepare and submit monthly credit card reconciliations for Director, and process expense claim forms.
• Fill in for the office receptionist as needed.
• Format all correspondence including contracts, memos, reports, letters, and presentations.

Qualifications:
• Diploma or certificate in office administration or equivalent training and experience
• Minimum 1- 3 years of experience in a fast-paced environment
• Experience with Contact Relationship Management software, such as Constant Contacts or Salesforce; Microsoft Project is an asset
• Fully fluent in French and English is imperative.