Job Description

Part Time Office Administrative Assistant Location Hybrid work in Calgary, AB :

About us

Custom Learning Systems, is an innovative education and consulting company based in Calgary, AB.

Our Mission: Creating a 5 Star Culture of Healing Kindness

Our Vision: Kindness Care Everywhere

Our work environment includes:

• Work-from-home days
• Company perks
• Flexible working hours
• Casual work attire

Summary:

Reporting to the Senior Executive Assistant, the Administrative Assistant will play a crucial role within the Administrative Team. This position involves effective communication and management of team functions.

Responsibilities include producing presentation materials, preparing for events, and supporting the Senior Executive Assistant. The Administrative Assistant will also gain proficiency in company administration and handle communication with the CEO and clients.

This role requires good and continuously improving understanding of Custom Learning Systems' educational programs and regular meetings with the Senior Executive Assistant to ensure alignment between expectations and outcomes.

This is a part time, casual position.

Position:

Administrative Assistant

Role and Responsibilities:

This list is not exhaustive, and additional responsibilities may be assigned as needed.

• Answer incoming phone calls and emails in a professional manner
• Assist in managing the Chief Executive Officer's calendar and schedules, including handling correspondence
• Assist in organizing and facilitating staff events and conference/s
• Assist in specific committees and events preparation as assigned
• Attend and actively participate in staff meetings and other relevant meetings as necessary
• Coordinate repairs and maintenance for office equipment
• Follow up on task and project-related activities to ensure timely completion
• Handle company accounts and assist in procurement tasks such as ordering stationery, Xerox printing supplies, and office technology gadgets
• Liaise with couriers to dispatch materials
• Maintain organized online and physical filing systems for materials
• Manage and update Client Relationship Management systems e.g. Zoho CRM, SharePoint, OneNote, FTP)
• Monitor and manage Zoom accounts and assist in live-streaming webinars
• Perform data entry tasks with attention to detail
• Proactively communicate with Clients to ensure clarity on procedures and deadlines
• Provide administrative support to Executive Team, including email correspondence and preparing documents such as memos, letters, spreadsheets, forms, brochures, and bulletins
• Provide typing and other support to the Senior Executive Assistant
• Respond to internal and external Client inquiries regarding materials and processes
• Schedule internal and external calls and meetings efficiently
• Take accurate meeting minutes and prepare concise summaries
• Transcribe dictations and maintain records as needed
• Update, customize, and maintain presentation materials e.g. templates, workbooks, PowerPoints
• Perform other duties as assigned by the Senior Executive Assistant or the Chief Executive Officer

Skills, Experience, and Qualifications Required:

• Strong attention to detail and exceptional organization skills
• Ability to thrive in a fast-paced environment with strict deadlines
• Effective time management and prioritization skills, particularly when managing conflicting deadlines
• Excellent interpersonal skills, adaptability and a positive, professional demeanor
• Effective communication skills, both verbal and written, with a collaborative approach
• Commitment to discretion and maintaining confidentiality in all job responsibilities
• Experience with CRM systems e.g. Zoho, is advantageous
• Previous experience in a similar customer service role a similar customer service role is highly desirable
• Proficiency in Microsoft Office applications, including Outlook, Word, PowerPoint, Excel, Teams, SharePoint, OneNote, and Bookings
• Typing speed of at least 60 words per minute
• Access to a PC or laptop; company-provided equipment will be available after probationary period

Mainly Remote Work: Travel within Calgary is required.

Job Type: Part-time

Pay: From $19.00 per hour

Expected hours: 10 - 20 per week

Benefits:

• Flexible schedule

Flexible language requirement:

• French not required

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Calgary, AB T3H 3Z2: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Please note- if Assessment is not completed, your application may not be looked at

Education:

• Secondary School (preferred)

Experience:

• Administrative experience: 3 years (required)
• Microsoft Office: 3 years (preferred)

Work Location: Hybrid remote in Calgary, AB T3H 3Z2

Job Tags

Hourly pay, Remote job, Casual work, Work from home, Relocation, Flexible hours, Monday to Friday,

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