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The Confidential Secretary is responsible for providing administrative support to the Board of Directors, General Manager, Senior Management and internal departments, as well as greet & assist the public. They perform varied and complex confidential administrative work under specific time constraints & deadlines. This position assists with creating contracts, oversees insurance claims, co-ordinates monthly Board Meetings and the Annual Meeting, typing minutes and detailed reports, book conference rooms, make travel arrangements, oversees corporate donations, maintenance of office equipment and other administrative & office related duties. The ideal candidate will ensure that Pioneer Co-op's administrative functions are run efficiently and professionally with adherence to confidentiality and Co-op brand standards.
Office Management/Business Certificate plus 2 years experience required. Must have strong computer skills including MS Word & Excel, merging documents, creating spreadsheets & presentations. Must have excellent verbal and written communication skills with attention to detail and demonstrated organizational skills. Will portray and professional image, be a team player and be able to work independently and under pressure.
Essential Skills
- Numeracy
- Working with others
- Problem solving
- Job task planning and organizing
- Finding information
- Computer use
- Significant use of memory
Specific Skills
- Type and proofread correspondence, forms and other documents
- Sort, process and verify applications, receipts and other documents
- Send and receive messages
- Provide general information to clients and the public
- Perform basic bookkeeping tasks
- Compile data, statistics and other information
- Receive and forward telephone or electronic enquiries
- Maintain and prepare reports from manual or electronic files, inventories, mailing lists and databases
- Prepare invoices and bank deposits
- Order supplies and maintain inventory
- Service office equipment and arrange for servicing in the case of major repairs
- Photocopy and collate documents for distribution, mailing and filing
Area Of Specialization
- Invoices
- Financial statements
- Correspondence
- Contracts
- Charts, tables, graphs and diagrams
- Reports
- Forms and records
Work Conditions and Physical Capabilities
- Work under pressure
- Tight deadlines
Security and Safety
- Bondable
- Criminal record check (abstract)
Keyboarding (Words Per Minute)
- 41 - 60 wpm
Business Equipment and Computer Applications
- MS PowerPoint
- MS Word
- Excel
- Database software
- General office equipment
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