August 12, 2024 - January 09, 2025
Job Title: Administrative Assistant
Company Name: DAE CONSULTING LTD.
Work Location: 609 14ST NW suite 204Calgary, AB T2N 2A1
Terms of Employment: Full-time, Permanent
Wage: $26.00 per hour
Language of Work: English
Please contact via email: daehr2024@outlook.com
Company Info:
DAE Consulting Ltd is dedicated to serving new immigrants by providing a range of services including resource connection, settlement assistance, investment consulting, insurance and financial planning, and business advisory. We are committed to helping every new immigrant smoothly integrate into Canadian society and start their new life in Canada with confidence and ease.
Job Description:
We are seeking a motivated and detail-oriented Administrative Assistant to join our team. The ideal candidate will play a key role in supporting our daily operations and ensuring our office runs efficiently. This position requires excellent organizational skills, a proactive attitude, and the ability to manage multiple tasks simultaneously.
Job Duties:
1. General Administrative Support:
Perform general office duties, manage incoming and outgoing communications, ensuring that all inquiries are addressed promptly. This includes handling phone calls, responding to emails, and providing a welcoming environment for clients and visitors.
Organize and coordinate the calendars of staff members, confirming appointments with clients, partners, and internal stakeholders. This includes setting reminders and ensuring there are no scheduling conflicts.
Ensure that all calls are answered courteously and directed to the appropriate person or department. Accurately take messages when necessary and relay them in a timely manner.
Respond to queries received via email or other electronic communication channels, providing clear and accurate information. This may involve researching answers or consulting with other team members.
Act as the first point of contact for visitors, ensuring they are greeted warmly and directed to the correct person or department. This role is crucial in creating a positive first impression.
Organize and manage both physical and electronic files, ensuring that documents are stored securely and can be retrieved easily. This involves setting up new files, archiving old ones, and maintaining the integrity of the filing system.
Prepare and edit written documents, such as letters, memos, reports, and forms. Proofreading is essential to ensure that the content is free of errors and that the formatting is consistent and professional.
Track office supply levels, place orders when stocks are low, and ensure that supplies are stored correctly. This task includes managing relationships with suppliers and monitoring budgetary constraints.
2. Meeting and Event Coordination:
Plan and execute the logistics for events, including booking venues, coordinating with vendors, and handling participant registrations. Effective communication with all stakeholders is key to ensuring the success of these events.
Attend meetings, seminars, and conferences to take detailed notes, capturing key points, decisions, and action items. Prepare formal minutes and distribute them to relevant parties
Support the organization of various client-facing events by managing schedules, preparing materials, and ensuring all necessary arrangements are in place. This may involve liaising with clients to ensure their needs are met.
Oversee the smooth running of the office by coordinating the day-to-day activities. This includes assigning tasks, monitoring progress, and making adjustments as necessary to meet deadlines and objectives.
3.Office Management:
Develop and implement standard operating procedures to streamline office operations. This involves identifying areas for improvement and introducing new processes to enhance efficiency and productivity.
Assist in creating and formatting documents, reports, and presentations for internal and external use. This includes ensuring that all materials are professional and align with company standards.
Continuously monitor office supply levels, organize storage spaces, and ensure that all areas of the office are tidy and functional.
Handle basic financial tasks, including creating invoices, tracking payments, and recording expenses. This supports the company’s financial operations and helps maintain accurate financial records.
4. Customer Service and Support:
Act as a liaison between the company and its clients, ensuring that all client inquiries are handled promptly and satisfactorily. This may involve troubleshooting issues and providing solutions.
Gather information from various sources to answer client questions or to assist with company projects. This may involve online research, contacting external organizations, or analyzing data.
Input and update information in company databases or spreadsheets, ensuring that all data is accurate and current. This task requires attention to detail and a high level of accuracy.
Qualifications:
1. High school diploma or equivalent required; additional certification in office administration or related field is a plus.
2. Minimum of 1-2 years of experience in an administrative role.
3. Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
4. Excellent organizational and multitasking abilities.
5. Ability to work independently and as part of a team.
6. Multilingual abilities, especially in languages relevant to our clientele, are an asset.
Why Join Us?
1. Be part of a dynamic and diverse team dedicated to making a positive impact on the lives of new immigrants
2. Opportunity for professional growth and development
3. Competitive salary and benefits package
4. Supportive and collaborative work environment
How to apply
If you are a proactive, detail-oriented individual with a passion for helping others, we would love to hear from you! Please send your resume and a cover letter to daehr2024@outlook.com with the subject line "Administrative Assistant Application – [Your Name]."
