Preview Generic Cover Letter Administrative Assistant Position

ADMINISTRATIVE ASSISTANT TO DIRECTOR

Major responsibilities:

 Performs specialized and senior level administrative tasks; including research, review

and preparation for meetings and responses to inquiries and the overseeing of

administrative projects

 Identifies, screens/prioritizes issues and initiates responses on behalf of the Director

 Reviews correspondence and contract documents for accuracy and conformity to

policies and procedures and signing authorities

 Manages the Director’s schedule; e.g. arranges business travel including conference

registration, accommodations, schedules interviews, meetings, while proactively

identifying conflicts

 Prepares/processes documents and handles issues of a confidential/sensitive nature

 Prepares draft agendas, attends meetings, takes/transcribes/distributes minutes and

provides status report to Director on followed-up action items

 Coordinates special events, workshops; coordinates meetings and schedules, and

adjusts work plan to meet unscheduled events; organizes/coordinates and attends staff

meetings

 Provides work direction, training and guidance and acts as a resource to support/clerical

staff

 Assists in budget information compilation of data for forecasting and co-ordination

between sections/units. Monitors/maintains and balances petty cash fund, purchasing

records, invoices and items requiring Director’s signature

 Maintains various staffing records, such as attendance register, establishment lists,

requests for staff, and individual employee files, on behalf of Director

 Orders/maintains and oversees the purchase/lease regarding the inventory of office

equipment/supplies and maintenance and liaises with computer/printer service

contractors

Key qualifications:

Your application must describe your qualifications as they relate to:

1. Extensive experience in providing administrative assistance to senior management

handling a broad range of administrative matters

2. Extensive experience utilizing a variety of software packages, e.g. SAP, Word, Access,

PowerPoint, Outlook, Excel, and database management

3. Experience in preparing complex reports, correspondence and documents for Council

and senior management staff

4. Experience taking minutes at meetings and handling confidential documents and reports

5. Experience with filing systems and the management of large volumes of information both

hard copy and electronic

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