One of our fabulous clients is searching for an outstanding Administrative Assistant. If sounds like you or someone you know and trust, please contact us.
Administrative Assistant for Meme Brooks Design
Meme Brooks Design is an on the rise interior design and staging company. Clients work with us for our impeccable sense of style and equally importantly our friendly and warm demeanor and can-do attitude. If you want to be part of a growing team that brings beauty to the world with flourish and a smile then this might be the position for you.
Reception
- Answer general phone inquiries using a professional and courteous manner
- Take messages and relay to the appropriate person with all pertinent details
- Reply to general information requests with the accurate information
- Greet clients/suppliers/visitors to the organization in a professional and friendly manner
Office administration
- Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
- Sort incoming mail, faxes, and courier deliveries for distribution
- Prepare and send outgoing faxes, mail, and courier parcels
- Forward incoming general e-mails to the appropriate team member
- Purchase, receive and store the office supplies ensuring that basic supplies are always available
- Code and file material according to the established procedures
- Update and ensure the accuracy of the organization’s databases
- Back-up electronic files using proper procedures
- Provide secretarial and administrative support to management and other team members
- Make travel, meeting and other arrangements for team members
- Coordinate the maintenance of office equipment
Assist with financial management
- Use computer software to prepare invoices and purchase orders
- Code and file financial material according to established records management procedures
- Process accounts payable ensuring timeliness and accuracy of information
- Process accounts receivable ensuring timeliness, accuracy of codes and appropriate backup
- Ensure bank and credit card statements are prepared for the bookkeeper with appropriate receipts and memos attached
Qualifications
Education
- High School Diploma
- Post secondary education in business, computers, design or office management is an asset
Knowledge, skills and abilities
Proficiency in the use of computer programs for:
- Word Processing
- Databases (Zoho or similar)
- Spreadsheets
- Bookkeeping (basic understanding of expense reports and invoicing)
- E-mail (managing email, creation of folders and rules)
- Internet (for research purposes)
- Calendar (managing a calendar for multiple team members and projects)
Proficiency in the use of office equipment:
- Computer
- Voice messaging systems
- Photo copier
Personal characteristics
Our ideal candidate will demonstrate competence in some or all of the following:
- Behave Ethically: Understand ethical behaviour and business practices and ensure own behaviour and the behaviour of others are consistent with these standards and align with the values of the organization.
- Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.
- Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
- Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
- Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
- Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
- Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
- Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
- Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
Experience
- 1-3 years experience in an office setting