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Administrative Assistant

The Hayward Group

This is a Contract position in Toronto, ON posted September 12, 2021.

Location: Calgary, AB A full-time physical presence at our Kensington office is usually required in this role.

Objectives: Our clients, Calgary Career Counselling and Synthesis Psychology, have an exciting opportunity for an Administrative Assistant.

The position is an integral member of these busy, entrepreneurial counselling practices; overseeing multiple office functions, interacting with clients, and providing administrative and project support.

They are seeking a candidate who thrives and has experience working in a very fast-paced office environment, ideally in a professional setting that serves clients.

Job Type: Full Time Standard (5 days, 35 hours per week) Qualifications: At a minimum, we require: College Diploma.

3 years in an Administrative Assistant or similar role, working in a busy office environment that serves clients.

Strong verbal and written communication skills.

Ideally, you are also: Comfortable and experienced using technology and software (e.g., client scheduling software; Microsoft365 applications, such as SharePoint, Excel, PowerPoint, Word, Teams).

Energetic, and able to multitask and manage a heavy workload; shifting priorities and deadlines are common; good time management skills are a must.

Organized and detail oriented; always seeking ways to work more effectively and efficiently.

Skilled working with numerical data and Excel spreadsheets.

Confident enough to make decisions quickly and independently when appropriate.

At the same time, willing to take direction, check with others to confirm and consult on tasks when uncertain; recognizing when to use a cautious, thorough approach.

Positive, with a collaborative ‘can do’ attitude; willing to help out whenever needed.

Confident, warm, and approachable when interacting with clients, staff, and associates.

Tactful, diplomatic, and professional.

Open-minded; having an interest in learning and growing, and taking on more responsibility.

Enthusiastic about a long-term career in administration with the firms.

 Responsibilities: Administration and Support Coordinating others’ schedules (counsellors, clients).

Developing specific goals and plans to prioritize, organize, and accomplish work.

Entering, recording, storing, or maintaining information in written and electronic form.

Maintaining a filing / electronic record keeping system.

Providing information to supervisors and co-workers.

Maintaining general cleanliness and orderly nature of the office, including the office kitchen, and ordering adequate office supplies.

Opening, sorting, and distributing incoming correspondence, including email and phone messages.

Generating online assessment reports and providing reports to counsellors.

Creating and sending client invoices in a timely manner.

Client Services Greeting clients in a friendly, professional manner.

Making clients comfortable, including providing refreshments.

Determining the purpose of client visits; escorting clients to a specific office or meeting room.

Following up promptly with clients; addressing client concerns.

Tools and Technology Working with, and troubleshooting, software such as the Microsoft Office suite (Word, Teams, Sharepoint, PowerPoint, Excel), WordPress, Quickbooks, and Jane (online scheduling).

Using standard office equipment such as phones, printers/scanners, etc.

Accounting Preparing invoices, reports, and other documents.

Basic bookkeeping (accounts payable, accounts receivable, monthly reconciliation).

Coordinating with an external Accounting firm with staff questions and updates.

Project Support (Occasional) Collecting information, compiling data, and preparing papers for consideration and presentation.

Assisting with the development of Powerpoint presentations / workshop materials, marketing materials and proposals; formatting and editing materials / reports.

COVID-19 Measures Sanitizing shared spaces (Moneris machine, door handles, kitchen etc.) and maintaining the supply of cleaning materials.

Communicating with our clients about our office policies, and updating communications based on evolving regulations.

Wearing a mask while working in the office.

[Very Important
– when applying, please include a cover letter that explains why you feel you would be a good fit for this position and these two practices] Similar Job Titles: Administrative Associate Administrative Coordinator Administrative Secretary Administrative Specialist Clerk Specialist Office Administrator Office Assistant Office Coordinator Client Profile Calgary Career Counselling (CCC) is a firm of Psychologists and Career Advisors who specialize in career planning.

Their mission is to help people and organizations achieve their best through comprehensive, collaborative, and customized career development services based on a diverse portfolio of psychological expertise.

Synthesis Psychology (SYN) is a firm of Psychologists and Social Workers who specialize in personal counselling.

With diverse expertise and extensive experience, their mission is to promote personal growth and development in a supportive environment.

The CCC and SYN team is client-focused and value excellence and integrity in their work.

The office culture is collaborative, team-oriented, and fun.