Administrative Assistant for the Medicine Shoppe
Table of Contents
A proactive and detail-oriented Administrative Assistant is being sought to join our team and provide vital support to our organization. As an Administrative Assistant, you will play a key role in ensuring the smooth functioning of our office by handling various administrative tasks, coordinating office activities, and supporting our team members. Your exceptional organizational and communication skills will contribute to the efficiency and success of our operations.
Job details
- Location: Surrey, BC
- Salary: 25.50 hourly / 32 to 40 hours per week
- Terms of employment
- Permanent employment: Full time
- Start date: Starts as soon as possible
- Vacancies 1
- Verified
Overview
Languages
English
Education
- College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years
- or equivalent experience
Experience
1 year to less than 2 years
Responsibilities:
- Greet and welcome visitors and clients, ensuring a professional and friendly reception.
- Answer and manage phone calls, emails, and other correspondence promptly and courteously.
- Schedule appointments, meetings, and conference calls for executives and team members.
- Prepare and edit documents, reports, presentations, and other materials as needed.
- Organize and maintain office files, records, and documents, both in physical and digital formats.
- Assist in managing office supplies, ordering, and maintaining inventory.
- Coordinate travel arrangements and itineraries for staff, ensuring smooth travel experiences.
- Handle expense reports and basic bookkeeping tasks.
- Assist in event planning and coordination for meetings and company functions.
- Perform data entry, update databases, and manage company records with accuracy.
- Maintain confidentiality of sensitive information and handle it with discretion.
- Provide general administrative support to various departments and team members as required.
- Collaborate with other administrative staff to ensure a well-functioning office environment.
- Handle any ad-hoc tasks and projects assigned by management.
Requirements:
- High school diploma or equivalent; additional education or training in office administration is a plus.
- Proven experience as an Administrative Assistant or in a similar administrative role is preferred but not required.
- Proficiency in using office software, such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
- Strong attention to detail and accuracy in handling administrative tasks.
- Excellent communication and interpersonal abilities to interact professionally with clients and staff.
- Ability to multitask and work efficiently in a fast-paced environment.
- Adaptability and flexibility to handle changing priorities and deadlines.
- Positive attitude, team player mentality, and a willingness to contribute to the success of the team.
- Problem-solving skills and the ability to anticipate and address office needs proactively.
- Knowledge of basic bookkeeping and financial procedures is an advantage.
Tasks
- Schedule and confirm appointments
- Answer telephone and relay telephone calls and messages
- Answer electronic enquiries
- Order office supplies and maintain inventory
- Greet people and direct them to contacts or service areas
- Set up and maintain manual and computerized information filing systems
- Type and proofread correspondence, forms and other documents
Experience and specialization
Computer and technology knowledge
- MS Excel
- MS Office
- MS PowerPoint
- MS Word
Additional information
Work conditions and physical capabilities
- Fast-paced environment
- Attention to detail
Who can apply to this job?
The employer accepts applications from:
- Canadian citizens and permanent or temporary residents of Canada.
- Other candidates with or without a valid Canadian work permit.
How to apply
By email
jobs.medicineshoppe@gmail.com
Advertised until
2023-09-02
Here are some frequently asked questions to help you gain a better understanding of this Administrative assistant:
What is an Administrative Assistant?
An Administrative Assistant is a valuable member of an organization who provides administrative and clerical support to executives, managers, and other staff members. They play a crucial role in maintaining the efficiency of the workplace by handling various administrative tasks, managing communications, and assisting in daily operations.
What are the typical responsibilities of an Administrative Assistant?
The responsibilities of an Administrative Assistant may include:
- Managing phone calls, emails, and other correspondence.
- Scheduling appointments and meetings for executives and team members.
- Maintaining and organizing office files, documents, and records.
- Preparing and editing documents, reports, and presentations.
- Coordinating travel arrangements and itineraries for staff.
- Handling office supplies procurement and inventory management.
- Assisting with event planning and coordination.
- Performing data entry and basic bookkeeping tasks.
- Greeting and assisting visitors and clients.
- Handling confidential information with discretion and professionalism.
- Providing general administrative support to various departments as needed.
What qualifications and skills are required to become an Administrative Assistant?
While formal education is not always required, many employers prefer candidates with a high school diploma or equivalent. Strong organizational and communication skills are essential for success in this role. Administrative Assistants should be proficient in office software such as Microsoft Office and possess excellent time management, multitasking, and problem-solving abilities.
Is prior experience necessary to become an Administrative Assistant?
While prior administrative experience can be beneficial, it is not always a strict requirement for becoming an Administrative Assistant. Entry-level positions may be available for candidates with a strong aptitude for organization and office tasks, and on-the-job training is often provided to familiarize them with specific company procedures and systems.
How does an Administrative Assistant manage confidentiality in their role?
Confidentiality is a critical aspect of an Administrative Assistant’s role. They are entrusted with sensitive information, such as financial data, personnel records, and strategic plans. Administrative Assistants must exercise discretion and follow established protocols to safeguard confidential information from unauthorized access or disclosure.
What are the key attributes of a successful Administrative Assistant?
Successful Administrative Assistants possess a range of attributes, including:
- Strong organizational skills and attention to detail.
- Effective communication and interpersonal abilities.
- Adaptability and the ability to work well under pressure.
- Proactive problem-solving and decision-making skills.
- A positive and professional attitude.
- Proficiency in using office software and technology.
- Ability to prioritize tasks and meet deadlines.
- Excellent time management and multitasking capabilities.
- Willingness to learn and take on new responsibilities.
How can someone become an Administrative Assistant?
To become an Administrative Assistant, candidates should acquire relevant skills and experience in office administration. Pursuing courses in office management or business administration can be beneficial. Entry-level positions or internships in administrative roles can also provide valuable hands-on experience and networking opportunities.
Can an Administrative Assistant advance in their career?
Yes, Administrative Assistants can advance in their careers through experience, additional training, and professional development. With proven skills and expertise, they may take on more responsibilities and move up to positions such as Executive Assistant or Office Manager. Some Administrative Assistants may also choose to specialize in a particular industry or department.
How does an Administrative Assistant contribute to a productive work environment?
Administrative Assistants play a crucial role in creating a productive work environment by efficiently handling administrative tasks and supporting team members. They free up time for other staff to focus on their core responsibilities, contribute to streamlined workflows, and maintain an organized and efficient office environment.
Can an Administrative Assistant work in different industries?
Yes, Administrative Assistants can work in various industries, including corporate offices, government agencies, nonprofit organizations, healthcare facilities, and educational institutions. Their skills and expertise are transferable across different sectors, making them valuable assets in any workplace.
