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administrative assistant

Job Description

We are seeking a dedicated and mature full-time receptionist for our Calgary OR Edmonton location who will contribute to our commitment to excellence in client service. A friendly and welcoming personality would be considered crucial, and a professional demeanor would be a great asset.

The ideal candidate will be able to proficiently provide clerical support to ensure efficient operations at the office, with some duties being shared among both locations (Calgary and Edmonton). This individual would work at our front desk and will primarily be responsible for reception duties and providing excellent customer service. Our ideal candidate is a reliable individual who works with integrity and is a resourceful problem solver who can be comfortable in a fast-paced work environment when needed.

Duties may include but are not limited to:

• Greeting clients at the front desk.
• Answering incoming calls for both Calgary and Edmonton; directing calls to appropriate staff; answering general inquiries (telephone, email, walk-in) in accordance with our best practices manual, and taking detailed messages where needed.
• Monitoring the administration email inbox and disseminating messages as needed.
• Follow up on packages sent to clients by other staff members.
• Sending out client copies of paperwork.
• Data entry into our client database as needed.
• Monitoring office supply inventory and ordering supplies when necessary.
• Scanning and digital filing.
• Oversee mail deliveries, packages and couriers.
• Bank deposits.
• Booking and confirming appointments for advisors in both cities.
• Use and maintain office equipment 9telephone system, photocopies, scanners, faxes, postage machine).
• Providing additional administrative or clerical support where indicated, on an occasional or permanent basis (with full training to be provided by senior or supervisory staff).

• Self-motivated with strong interpersonal communication skills and superior client service skills.
• Willingness to learn considered a strong asset.
• Ability to work in a fast-paced environment while maintaining accuracy, with a focus on prioritizing and time management.
• Excellent written and verbal communication skills with a good command of the English language.
• Have excellent organizational skills with proven attention to detail.
• Resourcefulness and exceptional time management skills.
• Good understanding of Microsoft Office software, including WORD, Excel, PowerPoint and Outlook.
• Technological experience to perform tasks such as electronic filing, directory management, multi-line switchboard management, password protection software, document formatting, etc.
• Ability to compose and edit business-level communications.
• Two or more years of prior administrative or clerical experience preferred, and previous industry experience an asset, but we are willing to train the right person.

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