Administrative Assistant - Information and Communications Technology and Electronics and Media Technology Trades Departments

Position Overview

The holder of this position is responsible for providing clerical and administrative support for the Information and Communications Technology and Electronics and Media Technology Trades Departments, to ensure their smooth and efficient operations. Typical duties include managing daily administrative tasks, preparing schedules, maintaining records, and coordinating meetings and events.

Key Responsibilities

• Drafting correspondences, presentations and reports for the two department heads or designates.
• Answering the telephone, responding to emails and organizing requests for services.
• Managing calendars, scheduling appointments and meetings, and assisting with events.
• Maintaining accurate and up-to-date records and files, both physical and digital.
• Preparing and following up on General Purchasing Requests and tracking office and other supplies ordered for the two departments.
• Tracking deadlines for tasks and facilitating communications with department heads or designates.
• Attending staff development and training activities to maintain knowledge and skills necessary to perform the job effectively and efficiently.
• Any other reasonable duties assigned by the department heads or designates.

Required Qualifications and Experience

• High School Diploma or equivalent with ten (10) years experience in a similar role, or an Associate’s degree in Business Administration, Business Office Technology or Office Administration with five (5) years experience in a similar role. A Bachelor’s degree is a plus.

Specialised Knowledge

• Knowledge of standard business documents and formats.
• Knowledge of the operation of current office equipment and technology.

Specialised Skills and Abilities

• Good written and communication skills.
• Good interpersonal skills.
• Good organisational skills.
• Proficient in Microsoft Office Suite.
• Ability to practice discretion and maintain confidentiality.
• Ability to pay very close attention to details and meet assigned deadlines.
• Ability to work as part of a team.
• Ability to adjust and respond effectively to changing situations and priorities.