Reference #801101/BJ
This is a fantastic opportunity for someone who is smart, flexible and able to cope with juggling a diversity of responsibilities simultaneously while still presenting a calm, unruffled professionalism to clients and visitors.
If you enjoy variety, are proficient with office software, excel at multi-tasking, enjoy internet research and also have the interpersonal skills suited to dealing with a wide variety of people, both over the telephone and face to face, then this could be perfect for you.
General:
Responsibilities to include:
supporting the Principal to help maximize their productivity which covers many activities including managing the principal's calendar and priorities including arranging meetings and travel plans;
composing correspondence and/or materials via mail and email;
generally assisting in all aspects of the executives’ duties and tasks;
Preparing draft documents such as specification sheets and plans in preparation for work by the principal or another team member;
Scheduling of work for both members of staff and other external contractors and then acting as the 'go to' person in case of any questions about schedules from clients or staff/contractors;
Ordering of materials, both over the telephone and over the internet as appropriate;
Answering the telephone and greeting visitors in a professional yet friendly manner;
Filing of purchase orders, work orders, plans etc.;
Accurate data entry of staff and contractor timesheets and expense claims so that time and expenses can be billed to the appropriate projects;
Accurate data entry of Accounts Payable and Accounts Receivable transactions into the Simply Accounting accounts system;
Other tasks as required.
Skills/Experience:
The suitable candidate will :
have a proven background as a personal assistant/office manager with a minimum of 2 years in a similar position;
be highly organized with great prioritization skills to cope with a fast paced constantly changing environment;
be excellent at multi-tasking and able to work with minimal supervision if required;
be articulate, assertive and detail-oriented;
be proficient with and have a natural talent for using PC software, especially Microsoft Word, Excel and computerized accounts systems, and be keen and quick to learn other software as required; (Simply Accounting would be useful);
be able to deal with confidential material with a high level of tact and discretion;
be able to deal with clients in a professional but friendly and welcoming manner;
be enthusiastic, flexible and thrive in a small business environment where every day is different;
have excellent interpersonal and English language skills.
The ideal candidate will also:
have previous experience using Microsoft Project, or be willing to learn;
have previous experience using Simply Accounting.
Education:
Grade 12 graduation as a minimum. |
