Administrative Services Specialist

Welch LLP; Ottawa; On-site; CAD 45,000 - 60,000; Full time

Job summary

Welch LLP is seeking an Administrative Services Specialist for their Ottawa office. The role involves supporting the administrative team with various tasks including document management, meeting coordination, and client communications. Ideal candidates will have a diploma in Business Administration, strong organizational and communication skills, and at least two years of administrative support experience.

Qualifications

• Minimum of 2 years of previous experience in administrative support.
• Able to handle high demand situations during peak periods.
• Excellent oral and written communication skills in English.

Responsibilities

• Provide direct support to teams including managing Outlook calendars and responding to queries.
• Prepare invoices and client billings; maintain confidential records.
• Attend meetings, record and distribute minutes in a timely manner.

Skills

Organizational skills

Interpersonal skills

Communication skills

Education

Post-secondary Diploma in Business Administration

Job description

Welch LLP is currently looking for an Administrative Services Specialist to join our Ottawa office admin team!

Duties and Responsibilities

• Provide direct support to teams including but not limited to : Outlook calendar; responding to calls and queries
• Typing, editing, proofreading and finalizing correspondence and documents
• Coordinating meetings and appointments as required using Outlook, booking rooms, and preparing materials in advance of meetings
• Attending various committee or group meetings; recording, compiling, typing and distributing minutes in a timely fashion and organizing related meeting materials and communications
• Maintaining confidential records, files and materials
• Updating and maintaining various corporate databases
• Preparing invoices and client billings for team members
• Providing relief to reception on a rotational basis with other administrative assistants
• Taking on special projects as assigned by the Director of Operations
• Typing, editing, and proofreading documents (ie. engagement letters)
• Printing, collating, and saving various tax returns
• Coordinating audit bank confirmations
• Administration for the T1 unit including scanning documents, communications, coordinating logistics, etc.
• Client communications as requested

Qualifications

• Completion of Post-secondary Diploma in Business Administration or a related field
• Minimum of 2 years of previous experience in administrative support
• Strong organizational skills and the ability to prioritize tasks
• Great interpersonal skills
• Able to handle high demand situations during peak periods
• Able to work independently
• Excellent oral and written communication skills in English
• Oral and written communication skills in French would be an asset