Administrative Assistant

Company: K.L. Martin & Associates

GREAT STUDENT (POST-SECONDARY) or (SECONDARY)

CLOSING DATE: June 11, 2025

ADMINISTRATIVE ASSISTANT

JOB SUMMARY: 

Under the direct supervision of the Director of Operations, shall perform administrative support for services to assist in the day-to-day operations of the office. This is an excellent opportunity for a post-secondary student to gain exposure and acquire professional experience in an established office environment. 

DUTIES/RESPONSIBILITIES:

The office administration person will perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, providing information to callers, and answering a multi-phone system. 

1. Performs a variety of services related to administration by performing the following tasks: 

• General assistance to other administrative staff in the office as needed. 
• Answer multi-line telephones and give information to callers, screen calls, take messages or transfer calls to appropriate individuals. 
• Arrange conferences, meetings, and travel reservations for office personnel. 
• Complete forms in accordance with company procedures. 
• Compose, type, and distribute meeting notes, routine correspondence, and reports. 
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate person according to their needs. 
• Locate and attach appropriate files to incoming correspondence requiring replies. 
• Maintain scheduling and event calendars. 
• Make copies of correspondence and other printed material. 
• Open, read, route, and distribute incoming mail and other material that maybe delivered by courier. 
• Set up and maintain paper and electronic filing system for records, correspondence, and other materials. 
• Conduct searches to find needed information, using such sources as the internet. 
• Coordinate conference calls and or meetings. 
• Operate electronic mail systems and coordinate the flow of information both internally and with other offices. 
• Operate office equipment such as fax machines, copiers and phone systems and use computers for spreadsheet, word processing, database management, and other applications. 

2. Performs other related responsibilities during the performance of their duties, such as the following: 

• Have exceptional teamwork, interpersonal, multi-tasking, organizational, time management, stress management and customer service skills. 
• Website maintenance, database management and social media is an asset. 
• Ability to work in a fast-paced office environment and remain calm in stressful situations. 
• Protects confidentiality regarding all documents. 
• Ability to take and provide direction. 
• Performs other administrative tasks related to the general office procedures. 
• Performs other related duties as determined by the President and/or General Manager. 
• Excellent written and verbal communication. 

KNOWLEDGE / SKILLS: 

• Exceptional knowledge of general office procedures and equipment. 
• Exceptional typing speed and accuracy. 
• Computer literate and social media savvy. 
• Knowledge of First Nations aspirations and Culture an asset. 

BASIC REQUIREMENTS: 

• Post-secondary education in Secretarial or Office Administration preferred however will consider a grade 11 or higher. 
• Minimum Secondary School diploma and must be enrolled in the upcoming school year. 
• To work overtime hours to complete assignments when required. 
• Short term travel away from the office may be required to participate in project management, staff events and training. 
• Responsible for protecting confidentiality regarding all company work content and office activities. 
• Have a valid "G" class license and provide own transportation. 

Please ensure you are registered with the GREAT Student Office before applying. To get registered contact info@greatsn.com or call 519-445-2222. Submit all resumes and cover letters to studentoffice@greatsn.com.