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The Executive Assistant should perform a variety of administrative and clerical tasks. Duties of the Executive Assistant include providing support to CEO, Executive Director and employees, assisting in daily office needs and managing our company's general administrative activities.
Responsibilities:
To ensure and increase effectiveness of the Prairie Sky Recover Centres (PSR) reception office.
Operations
-Answer and direct phone calls
-Organize and schedule appointments for Managing Director and clients
-Plan meetings and take detailed minutes
-Write and distribute email, correspondence memos, letters, faxes and forms
-Assist in the preparation of regularly scheduled reports
-Maintain PSR filing system
-Update and maintain office policies and procedures
-Order office supplies and research new deals and suppliers
-Maintain contact lists, including transcribing email addresses from client files
-Submit and reconcile expense reports
-Act as the point of contact for internal and external clients
-Liaise with Managing Director to handle requests and queries from staff
-Invoicing of clients, including collections of overdue payments.
-Disbursement of cheques for employee expenses.
-Collection of staff meals and rent.
-Prepares and sends marketing packages as requested
-Completes client intakes as requested
-Tour guide for interested parties; local historian;
-Strictly adhere to confidentiality protocols
-Other tasks as required
Essential Skills
- Reading text
- Document use
- Writing
- Oral communication
- Working with others
- Problem solving
- Decision making
- Critical thinking
- Computer use
Transportation/Travel Information
- Own transportation
- Valid driver's licence
Specific Skills
- Type and proofread correspondence, forms and other documents
- Compile data, statistics and other information
- Receive and forward telephone or electronic enquiries
- Process incoming and outgoing mail manually or electronically
- Order supplies and maintain inventory
- Photocopy and collate documents for distribution, mailing and filing
Work Setting
- Private sector
Area Of Specialization
- Invoices
- Forms and records
- Correspondence
- Statistics
Work Location Information
- Rural community
- Remote location
Work Conditions and Physical Capabilities
- Combination of sitting, standing, walking
Security and Safety
- Basic security clearance
- Criminal record check (abstract)
Business Equipment and Computer Applications
- Windows
- MS Word
- Excel
- Electronic mail