office administrative assistant

  • Work Term: Permanent
  • Work Language: English
  • Hours: 32 hours per week
  • Education: College/CEGEP
  • Experience: 5 years or more
  • Work setting

  • Business services
  • Tasks

  • Coordinate the flow of information within the team
  • Schedule and confirm appointments
  • Type and proofread correspondence, forms and other documents
  • Conduct research
  • Perform basic bookkeeping tasks
  • Proposal preparation
  • Provide clients with information
  • Prepare tenders and quotations
  • Prepare proposals
  • Prepare expense and income reports
  • Prepare and format page presentation
  • Perform clerical duties, such as maintain filing systems
  • Maintain inventory of supplies
  • Invoice clients
  • Greet customers
  • Compile, verify, record and process applications, licences, permits, contracts, registrations, requisitions, and other forms and documents
  • Prepare price quotations
  • Develop templates
  • Develop portfolio of marketing materials
  • Open and distribute regular and electronic incoming mail and other material
  • Enter client information in databases
  • Compile data to prepare documents
  • Computer and technology knowledge

  • MS Excel
  • MS Outlook
  • MS PowerPoint
  • MS Windows
  • MS Word
  • MS Office
  • Quick Books
  • Adobe Acrobat Reader
  • Electronic mail
  • Website creation and management software
  • Computerized bookkeeping system
  • WordPress
  • Technical terminology

  • Business
  • Area of specialization

  • Business process management
  • Transportation/travel information

  • Willing to travel
  • Work conditions and physical capabilities

  • Ability to work independently
  • Attention to detail
  • Personal suitability

  • Ability to multitask
  • Excellent oral communication
  • Excellent written communication
  • Judgement
  • Organized
  • Team player
  • Accurate
  • Reliability
  • Dependability
  • Quick learner
  • Screening questions

  • Are you authorized to work in Canada?
  • Are you available to start on the date listed in the job posting?
  • Are you willing to relocate for this position?
  • Do you have experience working in this field?
  • Do you have the equipment you need to work from home (like internet and a workspace)?
  • Do you live near the job location?
  • Do you meet the language requirements listed in the job posting?
  • Other

  • Use of artificial intelligence
  • Employment terms options

  • Day
  • Workplace information

  • Hybrid
  • Health benefits

  • Dental plan
  • Health care plan
  • Financial benefits

  • Group insurance benefits
  • Life insurance
  • Support for persons with disabilities

  • Applies accessible and inclusive recruitment policies that accommodate persons with disabilities
  • Support for Indigenous people

  • Provides cultural competency training and/or awareness training to all employees to create a welcoming work environment for Indigenous workers
  • Support for mature workers

  • Applies hiring policies that discourage age discrimination
  • Supports for visible minorities

  • Applies hiring policies that discourage discrimination against members of visible minorities (for example: anonymizing the hiring process, etc.)
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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...