Administrative Services Specialist

Welch LLP; Ottawa; On-site; CAD 40,000 - 60,000; Full time

Job summary

A local professional services firm in Ottawa is seeking an Administrative Services Specialist to join their admin team. The ideal candidate will provide comprehensive administrative support, manage schedules, communicate effectively, and maintain records. Candidates should possess a post-secondary diploma and a minimum of 2 years of related experience. Proficiency in MS Office and strong organizational skills are essential for success in this role.

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.
• Strong computer skills in MS Office (Word, Excel, Outlook, PowerPoint).
• Able to work independently.
• Excellent oral and written communication skills in English.
• Oral and written communication skills in French would be an asset.

Responsibilities

• Provide support to teams including Outlook calendar management.
• Type, edit, and finalize correspondence and documents.
• Coordinate meetings and appointments, and prepare materials.
• Record and distribute minutes from various meetings.
• Maintain confidential records and corporate databases.
• Prepare invoices and client billings.
• Relieve reception duties on a rotational basis.
• Handle special projects assigned by the Director of Operations.

Skills

Strong organizational skills

Interpersonal skills

Computer skills in MS Office

Ability to handle high demand situations

Excellent oral and written communication skills in English

Oral and written communication skills in French

Education

Post-secondary Diploma in Business Administration or related field

Job description

About the Opportunity

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
• Strong computer skills in MS Office (Word, Excel, Outlook, PowerPoint)
• Able to work independently
• Excellent oral and written communication skills in English
• Oral and written communication skills in French would be an asset