Administrative Assistant IV

• The candidate must be well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs.
• Schedules and maintains calendar of appointments, meeting and travel itineraries, and participates in related arrangements for the Managing Directors and a select few in the department.
• Screens telephone calls and visitors; uses communication and interpersonal skills to greet customers, business partners, and employees; and resolves routine and complex inquiries.
• Prepares/initiates correspondence, memoranda, reports, transcribes dictation from meetings and distributes minutes of meetings.
• Reserves conference rooms and arranges catering as necessary to support meetings.
• Operates word processing software and assists in developing, implementing and monitoring internal business systems and procedures.
• Submits and approves ISHOP requests to support department IT needs.
• Administers filing system and monitors and orders office supplies and common office purchases using purchasing account.
• Completes and submits vouchers, expense reports, and approves invoices for the department.
• Arranges for VIP badges for visitors and sets up tours of the facility when necessary.
• Performs ID renewals for contractors.
• Practices safety-conscious behaviors in all operational processes and procedures.
• This position acts as an information source on policies, procedures, processes and practices.
• Gathers, compiles, and reports information relevant to leader's area of responsibility. Participates in planning functions.
• The Administrative Assistant is responsible for the maintenance of documents, records and other data forms.
• Arranges meeting and appointment schedule.
• Monitors and purchases office supplies using purchasing account.
• In addition, the client creates flight reservations and books hotels for travel.
• Completes, submits, and reconciles vouchers and expense reports.
• Interviews callers and makes proper referrals.
• Answers correspondence.
• May be responsible for taking meeting notes and publishing transcription.
• Uses MS Word suite of applications to create, revise, and communicate documents and files as required for completion of job duties.
• The successful candidate will be responsible for practicing safety conscious behaviours in all operational processes and procedures.

• Skills-Must have a high school diploma or equivalent.
• Must be able to type a minimum of 60 words per minute.
• Must have advanced computer skills in Microsoft Outlook and Word; proficiency in Excel and PowerPoint is strongly preferred.
• Must have the ability to communicate verbally and in writing with all levels of staff, from frontline employees to executive staff, and external contacts.
• Must have the interpersonal skills necessary to direct the activities of others.
• Must be detail-oriented to ensure that information is accurate and correct, that documents are grammatically correct and that work is completed in a timely manner.
• Must be able to coordinate the schedules of multiple aspects of projects completed by separate staff members or vendors.
• Must have strong organizational/leadership skills to develop office procedures, prioritize and schedule work activities of self and others and balance multiple assignments with limited direction.
• (If transferring internally) Must be performing satisfactorily in current position
• Knowledge of corporate business processes and procedures such as payroll, benefits, reimbursements and expense reporting, purchasing and departmental budget is preferred.

Our client is a leading Airlines organization and we are currently interviewing to fill this and other similar contract positions. If you are interested in this position, please apply online for immediate consideration. 

Pyramid Consulting, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, colour, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
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