The Administrative Assistant coordinates and carries out administrative activities for employees at all levels of the business unit. The incumbent provides high-quality, timely, efficient and effective services, including entering and reporting data, and carrying outdocument and records management. The incumbent also coordinates the preparation of human resources documentation.

KEY AND PERIODIC ACTIVITIES
The duties and responsibilities listed below are representative but not all-inclusive:

Primary

Provide daily administrative and operational support to employees at all levels of the business unit

Coordinate and provide administrative support and guidance to recent administrative assistants to ensure consistency of business unit or service line requirements

Carry out quality control of data entry (e.g. monthly expenses, timesheet reporting, accounts payable, service billing)

Enter data related to service line transactions and activities in enterprise resource planning system (e.g. budget tracking, time entry, procurement, contract administration)

Track budgets for service level agreements and training and development

Process account payables and vendor payments, ensure proper financial coding, obtain delegated signatures and enter data in enterprise resource planning system





Prepare year-end financials, set up files and databases for new fiscal year, archive files

Other

Take and prepare minutes of monthly meetings

Prepare purchase orders (e.g. for office supplies, furniture, service contracts)

Perform receptionist duties and act as backup for other administrative employees, as required

Other duties as assigned

SKILLS
General and Specific Knowledge

Administrative best practices

Accounting principles

Intermediate MS Office expertise

Records management

Formal Education and/or Certification(s) and Experience

Minimum: college diploma in business or office administration or related field with three years’ relevant experience, or the equivalent

Preferred: minimum requirements and general accounting courses and/or basic accounting experience

Abilities

Use applicable computer software and operating systems

Manage multiple deadlines and priorities

Demonstrate attention to detail

DEVELOPMENT AND LEADERSHIP

Provide functional advice and guidance to employees

Occasionally coordinate work of other administrative staff in business unit

WORKING CONDITIONS

Typical office environment with occasional travel

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📌 Administrative Assistant (Ontario)
🏢 RPMGlobal
📍 Ontario