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administrative assistant

Posted on December 13, 2024 by Employer details The Effort Trust Company

Job details

*Administrative Assistant Job Description* The Effort Trust Company is currently hiring an Administrative Assistant to join us at our Head Office location in Hamilton, Ontario. The successful candidate for this opportunity will be responsible for supporting three Directors of the Residential Property Management Department. This role requires a highly professional with a great organizational skill, strong interpersonal abilities, and can manage multiple deadlines with tack and diplomacy. The successful candidate will handle a range of responsibilities including managing communication, scheduling and coordinating meetings, assist with the preparation of documents and to support colleagues and managers with administrative tasks. *Core Competencies:* · Demonstrates outstanding judgement by conducting oneself discreetly when handling confidential information. · Customer focused. · Above average communication skills. · Ability to maintain composure in stressful situations. · Ability to work independently as well as in a team environment. · Above average problem-solving skills. · Strong sense of ownership and accountability in all that is assigned. · Highly dependable. · Ability to manage time effectively and prioritize conflicting deadlines. · Strong level of confidence and maturity in dealing with all levels of management. · Strong commitment to accuracy and attention to detail. *Job Duties:* · Support the three Directors of the Residential Property Management Department. · Act as a point of contact for Directors in their absence. · Effectively interact with clients (internal/external), business partners, and other parties. · Assisting with colleagues and managers with administrative tasks as needed. · Providing general support to the team and contributing to a smooth workflow. · Collaborate closely with colleagues to maintain a cohesive and responsive environment. · Provide back-up support for the Front Desk Administration Team during vacations and absences. · Welcome and greet visitors with professionalism and warmth, creating a positive first impression. · Manage incoming telephone calls and in-person inquiries, adeptly determining the purpose of contact and responding accordingly. · Responding to emails, letters, and other communications. · Greeting visitors and providing information or assistance. · Offer/provide visitors refreshments as required. · Managing appointments, meetings, and conference calls. · Coordinating schedules for executives or team members. · Sending reminders for upcoming events or deadlines. · Arranging meeting logistics, including room setup, catering, and technology. · Sending out invitations, managing RSVPs, and preparing materials. · Ensure boardroom, and meeting rooms are clean and tidy prior to and following each use. · Drafting, formatting, and proofreading documents, reports, and presentations. · Organizing and maintaining physical and digital file records. · Creating and updating spreadsheets and databases. · Sorting and distributing incoming mail and packages. · Preparing outgoing mail and packages, including shipping arrangements. · Handling interoffice communications and distribution of memos or announcements. · Inputting data accurately into databases or systems. · Maintaining up-to-date records of contacts, inventory, or other relevant information. · Monitoring and replenishing office supplies, kitchen supplies, and equipment. · Coordinating orders and purchases of office and kitchen materials. *Additional Duties- Relief for Front Desk Operations* · Provide back up support for The Front Desk Administration Team during vacations and absences by greeting all visitor and responding to telephone and in-person inquiries from clients, business partners, and other parties to ascertain the nature of the business. · Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence; accept and monitor