Administrative Assistant

Position Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to manage and maintain our traffic management software system while providing administrative support to the team. This role will be heavily focused on entering, tracking, updating, and monitoring information within the traffic system to ensure accuracy, efficiency, and timely execution of schedules and workflows.

The ideal candidate is comfortable working with software systems, enjoys data management, has strong attention to detail, and is capable of learning new technologies quickly. Strong communication skills and proficiency with Microsoft Office applications are essential.

Key Responsibilities

Traffic System Management (Primary Responsibility)

- Learn and become proficient in the company's traffic software system.
- Enter, update, and maintain scheduling and programming information within the traffic platform and excel sheets.
- Verify the accuracy of schedules, logs, and system data to ensure all information is current and error-free.
- Coordinate with internal departments to gather, update, and confirm scheduling requirements.
- Generate reports and provide administrative support related to traffic and scheduling activities.
- Maintain accurate records and documentation within the traffic system.
- Ensure deadlines are met and schedules are updated promptly.

Administrative Support

- Draft, proofread, and send professional emails and correspondence.
- Coordinate and schedule meetings, including creating and distributing Zoom meeting links for guests.
- Support departmental projects and administrative initiatives as required.

Microsoft Office & Data Management

- Create, edit, and format documents using Microsoft Word.
- Maintain spreadsheets and track information using Microsoft Excel.




- Utilize Microsoft Teams for communication, collaboration, and meeting coordination.
- Prepare reports, summaries, and tracking documents as needed.
- Ensure data accuracy across multiple platforms and systems.

Communication & Coordination

- Communicate with staff and management regarding scheduling updates and operational requirements.
- Follow up on outstanding tasks and ensure information is received and entered accurately.
- Provide professional and timely responses to emails and inquiries.
- Collaborate with team members to ensure smooth daily operations.

Qualifications

- Previous administrative, scheduling, traffic, coordination, or office experience preferred.
- Proficiency with:
- Microsoft Word
- Microsoft Excel and spreadsheets
- Microsoft Outlook
- Microsoft Teams
- Zoom
- Ability to learn and effectively use traffic, scheduling, or workflow management software.
- Exceptional attention to detail and accuracy.
- Robust organizational and time management skills.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities and deadlines.
- Self-motivated and able to work independently.

Key Competencies

- Detail-oriented with a high degree of accuracy.
- Strong data entry and record management skills.
- Ability to identify and resolve discrepancies.
- Excellent problem-solving abilities.
- Professional communication skills.
- Adaptability and willingness to learn new systems and processes.
- Ability to work in a deadline-driven environment.

Primary Focus: Approximately 70-80% of this role will involve working within the traffic software system, ensuring schedules, records, and related data are entered, maintained, and monitored accurately, with the remaining responsibilities dedicated to general administrative support and communications.

Pay: From $25.00 per hour

Expected hours: 40.0 per week

Work Location: In person

📌 Administrative Assistant (St. Catharines)
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📍 St. Catharines