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As a member of the Finance and Administration Department, you will play an important role in office administration for the facility. Reporting to the Executive Assistant, your duties will include coordinating office assignments, which involves furniture design, procurement, office set-up, and key administration. You will provide assistance in the on-boarding of new employees & visiting workers and support various HR functions such as recruitment, orientation, staffing announcements, employee recognition, performance planning & reviews, training, confirmation letters, etc. You will be responsible for updating contact lists, phone directories, organization charts and map of office assignment. You will prepare confidential correspondence and assisting with document/file management for HR, HSE & QA. Your administrative skills will be put to use in maintaining various databases and providing administrative and secretarial support to the Board of Directors HSE Committee. Arranging travel for guests to the CLS will be required occasionally. This position provides back-up assistance for coffee supplies and for other administrative support staff, including reception.
Qualifications:
A post-secondary certificate or diploma in Office Administration, and at least 3 years of relevant experience is required. Candidates must be able to interact tactfully and communicate effectively with staff, users, and the general public, both orally and in writing. Effective organizational, analytical and time management skills are essential for being self-directed, working independently under pressure, and exercising good judgment.Proficiency in using computer applications such as MS Word, Excel, Access and PowerPoint are mandatory.Strong attention to detail and excellent organizational skills. Candidates must be comfortable working in a cross-cultural environment. Visit: www.lightsource.ca/careers
Essential Skills
- Reading text
- Document use
- Writing
- Oral communication
- Working with others
- Problem solving
- Decision making
- Job task planning and organizing
- Finding information
- Computer use
Technical Terminology
- Business
Specific Skills
- Type and proofread correspondence, forms and other documents
- Sort, process and verify applications, receipts and other documents
- Send and receive messages
- Provide general information to clients and the public
- Prepare and format page presentation
- Compile data, statistics and other information
- Receive and forward telephone or electronic enquiries
- Maintain and prepare reports from manual or electronic files, inventories, mailing lists and databases
- Photocopy and collate documents for distribution, mailing and filing
Work Setting
- Not-for-profit organization
Area Of Specialization
- Statistics
- Correspondence
- Charts, tables, graphs and diagrams
- Reports
- Forms and records
Work Conditions and Physical Capabilities
- Work under pressure
- Tight deadlines
- Repetitive tasks
- Combination of sitting, standing, walking
- Sitting for extended periods
Business Equipment and Computer Applications
- Windows
- MS PowerPoint
- MS Word
- Excel
- Electronic mail
- Database software
- Presentation software
- General office equipment
- Internet browser
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