Administrative Assistant

Reporting to: Executive Director

Date: March, 2019

Position Description

Reporting to the Executive Director, the Administrative Assistant will be responsible for planning and coordinating all office administration tasks. The incumbent will also be responsible for the organization's day-to-day bookkeeping and accounting.

Regular duties and responsibilities

  • Processing e-mail and other correspondence and receiving and screening telephone calls in a professional manner.
  • Preparing and generating various documents.
  • Drafting financial and non-financial reports.
  • Creating presentation templates for internal and external distribution.
  • Organizing and maintaining the organization's regular files.
  • Coordinating and organizing meetings of the board of directors and work committees.
  • Assisting with the planning and execution of workshops and conferences.
  • Coordinating travel arrangements for the president and CEO.
  • Conducting research and compiling information, reports and research outcomes with a view to assisting the president and CEO with the development of various special projects undertaken by Alianco.
  • Maintaining the office accounts using Sage 50 Accounting.
  • Creating and maintaining an accounting filing system.
  • Developing and maintaining the tracking system for the financing of various special projects.
  • Managing government contribution claims.
  • Producing reports as requested by the president and CEO.
  • Creating and organizing documents.
  • Maintaining the organization's website.

Note: These are the primary duties of the position; additional tasks may occasionally be assigned.

Requirements

  • A diploma in office administration or an equivalent combination of training and experience.
  • Excellent oral and written communication skills in both official languages.
  • Strong planning, event coordination, interpersonal and communication skills.
  • Strong relationship-building skills via telephone, e-mail and in person.
  • Knowledge and ability to use various software.
  • Knowledge of accounting practices for handling financial information.
  • Mastery of Microsoft Word, Excel and PowerPoint and Sage 50.
  • Familiarity with the Windows environment.
  • Sense of initiative, strong organizational skills, ability to work independently and sound judgment.
  • Ability to maintain the confidentiality of information.
  • Sound employment and work attendance history.
  • Valid driver's licence and availability to travel.
  • Minimum 2 years' experience.

Additional information

Working hours: 8:30 a.m.-5:00 p.m.

Place of work: Greater Moncton area

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