Administrative Assistant
- Ontario
- Permanent
- Temps-plein
- Manage and be responsible for the provision of administrative services relative to communications, project coordination and records management.
- Prepare correspondence and submissions, including reports, forms, memos, including labour relations and other information to be processed.
- Arrange meetings with internal staff, senior management, external groups and government, as required.
- Conduct research and data gathering activities to obtain required information from internal and external sources, preparing and assembling materials.
- Coordinate and be responsible for all domestic and overseas travel, transportation and accommodation arrangements, including personal itinerary, cash advances, provision of foreign currency, etc.
- Coordinate and participate with supervisor in setting priorities, scheduling work projects, advising on the status of work, target dates, scheduling meetings and the scheduling impact of new or pending assignments.
- Manage the administrative responsibilities associated with supervisor's membership on external boards, committees and agencies, including coordinating supervisor's schedule with those of external groups and individuals.
- Review and apply account numbers, investigate variances and work with others to resolve discrepancies.
- Notify supervisor of any unresolved discrepancies.
- Control all incoming and outgoing mail, telephone calls and interface with contacts.
- Determine the issue and priority of response. Re-route direct enquiries or communications as necessary to appropriate staff within the company.
- Supervise clerical staff, assuming responsibility for planning, scheduling, assigning, instructing and checking quality of work on a continuous basis.
- Provide advice and guidance on problems encountered. Refer personnel matters to supervisor.
- Coordinate and be responsible for all submissions to the Management Committee, the Board of Directors and various board committees, for the Business Unit.
- Maintain tracking systems to ensure deadlines are met.
- Set up and maintain a local records center for supervisor's use.
- Act as official records custodian for confidential and general files.
- Establish and maintain retention schedules and arrange for storage/destruction of records.
- Submit projected costs for sundry and travel expenses to budget contact.
- Prepare and process expense reports according to established procedure.
- Perform foreign currency conversion and calculations.
- Process and track various credit card accounts and frequent flyer accounts, working directly with institutions and airlines to resolve discrepancies.
- Prepare presentations from supervisor's notes/outline, applying appropriate techniques to ensure a well-organized delivery. Use judgement to edit text, ensuring clarity of topic.
- Perform other duties as required.
- Requires experience to understand the specific and routine clerical processes relating to the administration of Directors’ work.
- Consult with supervisor or others for advice and direction as necessary to understand the specific and routine clerical processes relating to the administration of Directors work.
- Experience with Microsoft Outlook, Word, Excel and Power point.
Requires comprehensive knowledge of office practices, including operation of various standard office equipment. * Requires knowledge of Hydro One websites for various policies and guidelines to assist completing and checking material / forms for accuracy, such as Corporate Charge Card policies: Human Resources policies.
- This knowledge is considered to be acquired either through the successful completion of Grade XII in a Secondary School or by having the equivalent level of education in other office related studies.
- Requires a high proficiency in English grammar to prepare concise and effective correspondence, reports, etc.
- Ability to work in a collaborative manner within the department and with staff in other departments is essential.