ADMIN ASSISTANT RESPONSIBILITIESAnswer phones and transfer to the appropriate staff member.Greet public and clients and direct them to the correct staff memberReceive, sort and distribute incoming mail.Maintain office filing and storage systems.Update and maintain databases such as mailing lists, contact lists and client information.Retrieve information when requested.Update and maintain internal staff contact lists.Type documents, reports and correspondence.Organize travel arrangements for staff.Co-ordinate and organize appointments and meetings.Assist with event planning and implementation.Monitor and maintain office supplies.Ensure office equipment is properly maintained and serviced.Perform work related errands as requested such as courier services.Hold as confidential, all aspects of the job designated confidential by the Company.Perform confidential secretarial and clerical tasks of a varied nature, some of which may be unique to the assigned office, requiring a thorough knowledge of the rules and regulations of the company's system, and the frequent exercise of independent judgment.Be responsible for compilation of documents needed for collective negotiations.Attend meetings to record minutes;Open, sort, and distribute incoming correspondence, including faxes and email;File and retrieve corporate documents, records, and reports;Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.Ensure that all communications from the office meet proper written and oral English standards.Maintain an efficient and well organized electronic and paper data collection and filing systems, including confidential files.Arrange appointments and maintain a schedule for the Managing Director.Assist in the preparation of reports and documents by gathering and organizing data, performing research, creating graphics and displays, using word processing and data management, creating an attractive presentation, copying, collating, and transmitting or distributing final products.Work closely with the Finance Controller.Communicate to the Management any unusual situations. Advise immediately of any evidence of substance abuse, child abuse, child neglect, severe medical conditions, potential suicide, or individuals appearing to be under the influence of alcohol, or controlled substances.Track all outgoing actions, memos and transfer requests that are either sent out from Human Resources or received in Human Resources.Provide coverage for the reception area and switchboard.Work cooperatively with staff in other offices with the completion of large or time sensitive projects or emergencies.And any other responsibilities as may be required.
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