Administrative Assistant – Kapsarc

Facilitates and manage the day-to-day operations of the Director office. Develops and manages projects to help achieve the mission and goals of the department. Serves as primary point of contact for internal and external stakeholders and manages the planning of meetings and events.

Major Accountabilities

Administrative Affairs

• Oversees and manages the day-to-day activities of the office; develops policies, procedures, and systems which ensure productive and efficient office operation.
• Provides and/or oversees support activities such as answering telephones, maintaining calendars, making travel arrangements, writing and preparing documentation and correspondence for the office, reviewing and controlling incoming and outgoing correspondence, and following up on operational commitments.
• Organizes and facilitates meetings and special events, schedules and coordinates dates and times, venues, attendance, agendas, and facilities, takes minutes, and provides administrative support and follow-up on matters arising from meetings.
• Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
• Develops and manages projects to ensure efficient service and to achieve the mission and goals of the department.
• Serves as a primary point of contact between the office and internal/external entities; provides information and performs problem solving on a range of issues.
• Establishes, updates, and maintains office files, inventories, and records; implements and maintains data management systems, as required.
• Supports development of Director’s reports and presentations.
• Edits communications from the Director including documents prepared for the Director’s signature, and various other correspondence and reports.

Policies, Systems, Processes and Procedures

• Adhere to all relevant departmental policies, processes, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner.

Related Assignments

• Undertake other duties as directed and when requested, which may include supporting in other areas of administration across the college department.

Qualifications and Experience

Recommended Qualifications and Years of Experience

• High school degree or diploma in Office Administration, Executive Secretary or any other related field with 2-6 years of relevant experience.
• Prior secretarial work experience is preferred.