Administrative Assistant

Reporting to the Chief Financial Officer and as an integral member of the Operations team, the Administrative Assistant provides support and excellent customer service as the primary point of contact for internal and external stakeholders - including members, staff and partners on all matters pertaining to CPA New Brunswick. The Administrative Assistant undertakes a variety of office support tasks and works with a high degree of attention to detail and discretion as well as incorporating new and effective ways to achieve better results.

Responsibilities

  • Reception - greet persons entering the CPA New Brunswick office, directing them accordingly.
  • Answer the main telephone lines, screen, and direct calls, providing information to callers and relaying messages as required.
  • Monitor the general e-mail account, responding or otherwise directing e-mail exchanges to appropriate staff.
  • Monitor stock of office supplies and place orders accordingly.
  • Provide support in the use and maintenance of the office equipment.
  • Receive and sort incoming mail and deliveries, mailing correspondence and packages through regular mail and courier as appropriate. 
  • Ensure common office facilities (reception area, kitchen, etc) are in working order.
  • Deal with queries from members and the public in a professional and efficient manner. 
  • Follow up on outstanding accounts receivable as directed by the Chief Financial Officer.
  • Processing of payments for membership fees, event registrations and other miscellaneous fees.
  • Processing of monthly accounts payable.
  • Prepare and edit correspondence, communications, presentations, and other documents as may from time to time, be requested.
  • Conduct research, collect, and analyse data, and prepare reports and summaries as may from time to time be requested.
  • Provide general administrative and clerical support to the Operations team including running general office errands.
  • Identify, develop, and maintain relationships with members, service providers and suppliers. 
  • Collaborate with all organizational units to facilitate and improve member services as it relates to engagement, retention, and recruitment.
  • Perform other related and ancillary duties as requested by the Chief Financial Officer as the circumstances may reasonably warrant. 

Qualifications

  • Post-secondary degree, diploma or equivalent in a related field; 
  • Not less than two (2) years of Administration work experience;
  • Proven experience as an office assistant, or in another relevant administrative role;
  • Excellent written/oral communication skills in both official languages; and,
  • Proficiency in Microsoft Office (Outlook, Excel, Word, Power Point) and the willingness to learn database software.
  • Strong customer-service orientation; 
  • Excellent organizational skills, ability to prioritize, and comfortable working independently;
  • Proficient computer skills and ability to operate general office equipment;
  • Ability to collaborate effectively with other departments and cross-functional teams, and;
  • Demonstrated attention to detail and accuracy.
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