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Details
Job Title: Administrative assistant
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Employer: Aura Orthodontics
Location: 7192 120th Street Surrey, British Columbia V3W 3M8
Shift: Day, Morning
Salary: $34.00 hourly / 35 to 40 hours per week
Terms of employment: Permanent employment, Full-time
Start date: Starts as soon as possible
Requirement
Languages: English
Education: Secondary (high) school graduation certificate
Experience: Will train
On-site: Work must be completed at the physical location. There is no option to work remotely.
Tasks
- Determine and establish office procedures and routines
- Schedule and confirm appointments
- Answer telephone and relay telephone calls and messages
- Answer electronic inquiries
- Compile data, statistics and other information
- 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
Computer and technology knowledge
- MS Excel
- MS Word
- MS Office
Area of specialization
- Correspondence
- Reports and records
Work conditions and physical capabilities
- Fast-paced environment
- Attention to detail
Personal suitability
- Ability to multitask
- Flexibility
- Team player
- Client focus
- Reliability
Who can apply for 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
Online through the company email: orthodonticsaura@gmail.com
Aura Orthodontics is an Equal Employment Opportunity/Affirmative Action employer dedicated to creating an inclusive and diverse workplace.
All qualified candidates will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or any other factor prohibited by law or contract.
What is an Administrative Assistant?
Administrative assistants are essential in organizing, managing, and keeping an office running. Most administrative assistants are responsible for clerical and organizational tasks like file organization and appointment scheduling.
Administrative assistants also assist other staff members in drafting correspondence or messages. They use computers extensively to work with spreadsheets, create presentations and reports, and manage databases.
Administrative and office professionals are the backbone and lifeblood of many businesses. With them, offices would run smoothly and efficiently.
Responsibilities of an Administrative Assistant
- Review and maintain written and computer files, plus conduct data entry
- Assist in the coordination of administrative functions, including budget, personnel, meetings, and clerical duties
- Research and collect information
- Assist with all budget activities, including accounting
- Help implement new programs, procedures, methods, and systems
- Conduct fiscal review surveys and collect information on administrative matters
- Responsible for the preparation of confidential documents and reports
- Maintain meeting minutes
- Coordinate and schedule meetings and conferences
- Coordinate operations, including purchasing, equipment, property inventory, building, equipment, and disposal
- Maintain complete stock of all office supplies and accuracy of inventory
- Connect with building vendors to carry out fixes and improvements
Skills and Qualifications of an Administrative Assistant
- A high school diploma is usually required. An associate’s degree from an accredited college or university is generally preferred but optional
- Ability to type a specific rate of words per minute
- Familiarity with graphic design and desktop publishing
- Understanding of Microsoft Office and Google Workspace
- Ability to write persuasively
- Prepare accurate reports
Tips to Become the Best Administrative Assistant
Work on your technology skills
Technology is vital in any administrative assistant’s job, from using different browsers to mastering Microsoft Office apps such as Excel, PowerPoint, and Word. They must also be knowledgeable of any other software relevant to the business.
Their knowledge of these systems should be impeccable. If working in a specific sector, it helps to be aware of the most commonly used software and learn how to use it.
Perfect your communication skills
Administrative assistants link different departments, the company, and its customers. Because of this, they are often considered the company’s voice and should, therefore, speak as such.
Whether writing an email or speaking on the phone, administrative assistants should have excellent grammar, tone, and manners. They should also know how to tailor their voice to fit interactions with different people and be good listeners.
Master time management
This is an essential administrative skill to develop, as there will always be many tasks and deadlines to meet. Another reason why it’s so necessary is that administrative assistants, as support people in different roles, may find themselves with a sudden increase in workload.
Learn to prioritize
This one is significantly related to time and project management. When work seems to multiply faster than you realize and time is restricted, prioritizing becomes crucial.
Prioritizing is also important when managing other people’s calendars and coordinating the office, all while having your list of tasks to do on the side.
Improve your customer service skills
Depending on the company, an administrative assistant position may require direct contact with customers. Successful administrative assistants should be able to communicate with customers effectively and according to company standards.
Listen closely and well to know how to handle complaints. You must also have excellent written and verbal skills to make the best customer impression.
Pay attention to detail
Because their work is often essential to ensuring the office can function adequately, attention to detail is a crucial skill that any administrative assistant should have.
One mistake can significantly impact their work, whether avoiding and correcting grammar mistakes, processing data, or organizing events.
Being organized
Another trait of great administrative assistants is their ability to organize their work, the roles they support, and the office in general.
From schedules to deadlines, meetings, and office supplies, good administrative assistants have excellent organizational skills and can stay on top of things thanks to effective managerial systems.
Be flexible and resourceful
Things can always change or go wrong, so administrative assistants need to be ready to jump in and solve unexpected problems. This skill is much appreciated in fast-paced environments where troubleshooting is part of everyday work.
Providing solutions in times of need allows their coworkers to continue with their work and avoid the risk of the business coming to a halt any time an issue comes up.
Ability to work independently
Administrative assistants are great team players, but they should also be able to take ownership of different tasks that may come up and get them done without asking for help.
We’re not saying that an administrative assistant should never ask for help, but because of the nature of the job and the wide range of tasks they help with, there will often be new challenges.
Devising efficient solutions and carrying them out is a precious asset for any administrative assistant role.
Knowing how to coordinate an office
Administrative assistants are usually also office managers. Coordinating an entire office requires multitasking, anticipating, dealing with suppliers, handling office equipment, and being the link between the office and the external world.
Administrative assistants will be responsible for tasks in this area, including monitoring stock levels, ordering supplies, booking meetings and events, organizing catering, and booking travel.
Organizational skills and good problem-solving skills will help when it comes to coordinating an office.
Benefits of Working as an Administrative Assistant
Varieties
Administrative assistants usually handle various tasks, which keeps the work interesting. One day, you may write reports or create presentations; on another, you might arrange travel, schedule appointments, or talk with stakeholders.
Ultimately, an administrative assistant’s core role is supporting a company, department, or manager with organizational needs. Since those needs can vary, how you spend your time can change frequently. These roles are highly engaging, as all days are different.
Opportunities to advance
While many administrative assistants share a job title, that doesn’t mean they’re all in the same level role. These administrative professionals hold entry-level, mid-tier, and upper-level positions.
Starting an entry-level administrative assistant job can prepare you for more advanced roles in the field. Plus, many administrative assistants work their way up into higher-level positions.
You can grow your skills on the job to qualify, which is often preferable to those who aren’t able or interested in pursuing additional education.
Transferable skills
Working as an administrative assistant involves using various transferable skills to other careers or fields. Communication, organization, scheduling, customer service, and accountability are all significant parts of this job, and they provide value in many other jobs.
Being an administrative assistant can dramatically boost your resume, regardless of whether you plan to continue down that career path or change to another field later.
Stability and flexibility
One nice benefit of pursuing a career as an administrative assistant is that you typically get ample stability while having opportunities for flexibility. Many admin assistant jobs are traditional full-time day-shift positions, giving you a well-defined schedule and reliable income.
However, administrative assistants also have more chances to work remotely. Plus, while some positions have full-time workweeks, some professionals in these jobs are stuck with something other than a standard 8-to-5 Monday through Friday schedule.
Instead, they can adjust their hours as long as they hit their performance goals, making achieving and maintaining a work-life balance more manageable.
Conclusion
With the numerous employment opportunities in Canada, you will agree that now is the best time to relocate and explore these jobs! Hopefully, this article has been helpful.