Reporting to the President, the Administrative Assistant will be responsible for day-to-day operations of the office including answering client enquiries, packing and shipping training materials, and updating policies and procedures. The ideal candidate will have experience working in an office administration role within a small to medium-sized company. This position will start as a part-time permanent position with possible future expansion to full-time. The Administrative Assistant will work partially in office, and partially remotely, depending on job activities and requirements. Daily hours are flexible, with a minimum of 20 hours per week. 

Required Duties:

• Prepare, key in, edit and proofread correspondence, presentations, brochures, publications, reports and related material from machine dictation and handwritten copy
• Assist in updating health and safety training material
• Assist in updating client policy and procedure manuals
• Open and distribute incoming regular and electronic mail and other material and coordinate the flow of information internally and with other organizations
• Coordinate training registrations including answering customer enquiries, organizing classroom and online registrants, and course materials
• Schedule and confirm appointments and meetings
• Record and prepare minutes of meetings
• Manage team’s outreach at speaking engagements and conferences
• Order office supplies and maintain inventory
• Set up and maintain manual and computerized information filing systems
• Implement and maintain procedures/office administrative systems
• Organize induction programs for new employees

Required Skills:

• Proven administrative experience
• Experience with Microsoft Office programs, including MS Word, PowerPoint, Excel, SharePoint, Teams, and others as required
• Attention to detail and ability to proofread and edit documents or presentations in multiple formats
• Self-directed individual who enjoys working on their own, and also enjoys working on a team
• Positive attitude and flexible with changing working conditions

Preferred Skills:

• Experience with accounting/bookkeeping software (e.g., QuickBooks)
• Experience editing or preparing training materials, including presentations, student materials, instructor materials, and certificates
• Experience updating or maintaining training records

Preferred Education and Experience:

• College diploma in Office Administration preferred
• College diploma in Occupational Health and Safety or equivalent an asset
• University Degree Business Administration or in a related field an asset
• 1-3 years office administration experience, or equivalent required
• 3-5 years office administration experience, or equivalent preferred

Pay and Benefits

Hourly Rate: $20-$22 per hour

Benefits: Benefits will be discussed at the time of the interview

Important Dates

Closing date: July 31, 2023

Interview dates: August 1-4, 2023

Intended start date: September 11, 2023

Send us your resume and cover letter by email on info@hspinc.ca

Successful candidates will be contacted for an interview.