ADMINISTRATIVE ASSISTANT – FutureCare Alliance Inc.

Description

The Administrative Assistant is responsible for providing administrative support to ensure the efficient operation and smooth running of the office and the timely delivery of the objectives of the office executives. This role supports the General Manager and any other team members designated by him/her through the performance of a variety of tasks related to planning, coordinating, organizing, and communicating. The Administrative Assistant is responsible for confidential and time sensitive material and will be expected to maintain the highest level of confidentiality. To be successful as an administrative assistant, this candidate should be a master multi-tasker, with excellent communication skills and a positive attitude. They should also be prepared and responsive and willing to meet each challenge directly.

Requirements

Education & Experience

• Certificates in Business Administration.
• At least three (3) years’ experience in a similar role.
• A minimum of five (5) subjects CXC including English and Mathematics
• Excellent written and verbal communication skills
• Strong time-management skills and multi-tasking ability.
• Strong organizational and planning skills.
• Aptitude for learning new software and systems.
• Attention to detail and problem-solving skills.

 Knowledge & Qualifications

• Ability to read and understand contracts and agreements.
• Excellent computer and systems knowledge: Strong literacy in Microsoft Office Suite (MS Word, Excel and PowerPoint)
• Willingness to work flexible schedule, including extended days, holidays, evenings and weekend hours.

 Core Competencies

• Be able to work both in independently and in a team-oriented, collaborative environment completing objectives efficiently with a sense of responsibility.
• Strong interpersonal skills and the ability to work in a solid team environment.
• Ability to establish effective working relationships with employees and supervisors.
• Ability to work efficiently and professionally.
• Ability to effectively prioritize and execute tasks in a high-pressure environment.

Responsibilities

1. This position is “hands on” and includes but not limited to the following essential duties:
2. Provide effective administrative support to ensure efficient running of the office operations.
3. Maintain physical and digital filing system including ensuring adequate and easily accessible storage.
4. Answer phone calls, takes, and delivers messages and directs callers to appropriate personnel, schedules appointments, signs for incoming packages and provide general support for clients and other visitors.
5. Respond to emails and other digital queries as well as correspondence of any form.
6. Manage calendars for General Manager and other senior executives, including making local and overseas travel arrangements (hotel, airfare, land transportation, conference bookings etc.)
7. Draft and edit letters, reports, and other documents.
8. Input and update information in databases and spreadsheets as well as maintain various databases of information.
9. Prepare meeting agendas, circulate ahead of time, and take accurate meeting minutes.
10. Coordinate logistics for meetings including but not limited to venue, room setup, and catering.
11. Utilize Microsoft Office Suite and other presentation software to create and edit documents.
12. Operate and maintain office equipment, including but not limited to computers, photocopiers, printers, shredders, fax machines etc.
13. Coordinate with various outside vendors and maintenance personnel to ensure preventative maintenance of all office equipment and that these equipment are always in good working order.
14. Evaluate new equipment and technologies and make recommendation to senior executive for acquisition of these equipment and technologies.
15. Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies and verifying receipt of supplies.
16. Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks and participating in professional groupings.
17. Cover the reception desk when required.
18. Develop and update administrative systems and procedures to make them more efficient.
19. Resolve administrative issues and challenges.
20. Oversee and supervise the work of junior staff.
21. Maintain up to date employee records.
22. Submit and reconcile expense reports and ensure that petty cash is always maintained and balanced.
23. Conduct extensive research as may be requested from time to time and comply and summarize information gathered from the research.
24. Work closely with other team members and support colleagues as may be needed.
25. Work with sensitive information with absolute discretion in order to maintain confidentiality and security and ensure compliance with the company’s privacy policies and regulations.
26. Ensure that all deadlines are met and readily adapts to changing priorities.
27. Present a positive and professional image for the organization.
28. Complete any special assignments or other tasks as assigned from time to time.