Administrative Assistant II

Job summary

The Administrative Assistant II provides comprehensive operational support, including calendar management, meeting coordination, and document preparation. They are also responsible for maintaining filing systems, processing financial tasks, and assisting with special projects.

Job details

Job Location: Sarnia, ON Contract Length: 12 months Hours of Work: 40 hrs/wk (Mon – Fri) Overview The Administrative Assistant II provides administrative and operational support to the department, ensuring efficient day-to-day office operations. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining a high level of professionalism and confidentiality. Responsibilities • Provide administrative support to department leaders and team members. • Manage calendars, schedule meetings, and coordinate departmental events. • Prepare and maintain correspondence, reports, presentations, and records. • Coordinate meetings, distribute materials, and track action items. • Process and distribute incoming calls, emails, and mail while ensuring timely routing to the appropriate recipients. • Maintain filing systems and ensure accurate recordkeeping. • Assist with special projects by compiling, tracking, and reporting information. • Order office supplies and support general office administration activities. • Support accounts payable processes and administrative financial tasks, as needed. • Identify administrative issues and recommend process improvements. • Provide guidance and support to junior administrative staff when required. • Handle confidential and sensitive information with discretion. • High school diploma or equivalent required; Office Administration diploma preferred. • 3 to 5 years of administrative support experience. • Strong attention to detail and commitment to accuracy. • Excellent verbal and written communication skills. • Strong organizational, coordination, and multitasking abilities. • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook). • Proven customer service and administrative support experience. • Ability to work independently and prioritize competing demands. • Knowledge of accounts payable processes and accounting systems is preferred. • Experience handling confidential information in a professional manner. Spirit Omega is committed to a diverse and inclusive workplace. We welcome applications from anyone, including members of Indigenous peoples, Women, visible minorities, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to productively engage with diverse communities. Looking for more opportunities? Check out our website at Spirit Omega Job Board #INDSPO

What you’ll do

The Administrative Assistant II provides comprehensive operational support, including calendar management, meeting coordination, and document preparation. They are also responsible for maintaining filing systems, processing financial tasks, and assisting with special projects.

Requirements

Candidates must have a high school diploma or equivalent, with an Office Administration diploma preferred. A minimum of 3 to 5 years of administrative experience and proficiency in the Microsoft Office Suite are required.

Listed skills

• Customer service · Preferred
• Administrative Support · Preferred
• Microsoft Excel · Preferred
• Multitasking · Preferred
• Data entry · Preferred
• Microsoft Word · Preferred
• Communication Skills · Preferred
• Microsoft Office Suite · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Calendar management
• Meeting coordination
• Recordkeeping
• Data entry
• Microsoft Office Suite
• Word
• Excel
• PowerPoint
• Outlook
• Customer service
• Accounts payable
• Communication skills
• Multitasking
• Organizational skills
• Confidentiality
• Office Supply Management
• Accounts Payable Processing
• Administrative Support
• Workplace Inclusivity
• Office Administration
• Record Keeping
• Professionalism
• Organizational Skills
• Microsoft Excel
• Accounting Systems
• Customer Service
• Communication
• Microsoft Outlook
• Microsoft Office
• Operations
• Microsoft PowerPoint
• Presentations
• Process Improvement
• Coordinating
• Filing
• Prioritization
• Detail Oriented

Job areas

• Administrative
• Finance & Accounting
• Customer Service & Support
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive