Operations Assistant

Job Description

Duties
The duties of the Operations Assistant include, but are not limited to:

1. Receiving phone calls, scheduling appointments and arranging meetings for the GM.
2. Assisting in drafting letters, memorandums, minutes, and reports as assigned, as well as any
   other administrative work that may be necessary to assist the GM.
3. Acting as central contact for all Board and Staff members in coordination of information.
4. Prioritizing conflicting needs, handling matters expeditiously, proactively and following
   through on projects to successful completion, within tight deadlines.
5. Planning, organizing and coordinating location, logistics, refreshments etc. for meetings.
6. Co-ordinating facilities management activities, including sourcing vendors/ suppliers for
   projects, as well as coordination of front office supplies.
7. Assisting the GM with Human Resource functions, including but not limited to preparation
   and maintenance of employee files, leave records, greeting new employees, distribution of
   staff handbooks, and updating bi-monthly timekeeping records.
8. Serving as the gatekeeper by screening phone calls, taking requests for meetings and
   coordinating various aspects of interdepartmental communication as necessary.
9. Informing the GM about concerns or complaints received.
10. Co-ordinating the company’s Records Management.
11. Adhering to the company’s policies, procedures and standard practices.
    

Education, Experience and Requirements

1. A Certificate/Diploma in Administrative Professional Office Management (APOM) /
   Association of Business Executives (ABE) or equivalent course of study from a recognized,
   accredited institution or equivalent qualification.
2. A minimum of three (3) years’ relevant experience in a financial institution.
3. Training and experience in statutory financial and compliance laws will be an asset
4. Understanding of accounting processes, procedures, and internal controls.
5. Must be able to work independently.
6. Provide and demonstrate effective oral and written communication.
7. Be able to work outside normal working hours to accommodate specific situations and at
   times work with tight deadlines.