Virtual or Admin Assistant

Virtual or Admin Assistant

Closed - This job posting has been filled.

Job Description

ROLES AND RESPONSIBILITIES ( Please include a 15 sec audio mp3 introducing yourself)

Key responsibilities may include:

• Formulates and implements administrative rules, systems and procedures
• Assists the President in administration and preparation of reports.
• Ensures the implementation of the quality plans and objectives of the department and project assignment
• Prepare, proof read and edit all outgoing correspondence e.g. letters, funding proposals, press releases, marketing materials and newsletters
• Manage the President workload, act as gatekeeper and follow up meetings, external contacts, ideas for new business etc.
• Compile correspondence and reports on behalf of the President
• Create and manage the President’s filing system in relation to new business opportunities and external contacts
• Ensure the general maintenance of reference material for bids/proposals
• Scheduling of appointments using Google calendar ,includes business meetings, be able send confirmation on the meeting schedule to the participants
• Create and manage the President’s filing system for all the documents being used by the organization
• Includes cleaning up of documents (Word, Excel & Visio)
• Eliminate the duplicates and maintain the most updated one
• Will use dropbox as the filing system
Maintain the controlling calendar for all the activities of the organization
• The purpose of the controlling calendar is to give all employees an idea of what is happening in the company like corporate meetings, pay day, etc
• Should send the invites to all employees
3. Respond to corporate emails using MS Outlook
4. Occasionally , would have to make phone calls on inquiries
5. Should be familiar with Visio as all project plans will have to be done in Visio
6. Conduct web research on some topics related to the business if needed
7. Prepare quotations if needed
8. Prepare letters – there would be a weekly letter from Frank which would contain the accomplishments of the organization for the week

Qualifications:

• Degree Level or equivalent
• Highly skilled in MS Office Applications such as Word, Excel, Powerpoint and Visio
• Must be available to work during Eastern time zone
• Must be available through Skype with microphone
• Able to transcribe from audio to written
• Excellent verbal and written English communication skills; would prefer candidates who speaks French as well

Professional Skill Requirements:
• Able to work independently and within a team environment
• Excellent organization and interpersonal skills
• Ability to learn quickly and think quickly

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Skills: administration, newsletters, marketing, research, english