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Administrative Assistant, Operations | Canadian Media Producers Association

About CMPA

Administrative Assistant, Operations

Reporting to the Vice-President, Finance & Operations the Administrative Assistant’s primary function is to provide day to day operational support to the Ottawa office. To be successful in this position, the candidate must be results oriented and have the demonstrated ability to effectively prioritize workflow.

Responsibilities

1. Administration

  • Answer and direct incoming calls
  • Answer general telephone enquiries
  • Greet and direct walk-in traffic
  • Respond to email enquiries to general email accounts such as info@cmpa.ca
  • Coordinate incoming and outgoing couriers
  • Open and distribute mail
  • Coordinate internal and external meetings and conference calls for Ottawa staff. This includes scheduling meetings, ordering and arranging meals, drafting and distributing agendas and other materials, recording minutes and following up on action items as required
  • Coordinate the Ottawa office’s storage needs on and off site
  • Provide administrative support to Ottawa staff, including but not limited to, the preparation of documents and materials, booking travel and coordinating meetings

2. Operations

  • Maintain clean and professional common areas (reception, boardrooms, kitchen, business centre)
  • Manage Ottawa office and kitchen supply inventories
  • Maintain Ottawa office equipment (photocopier, postage machine, etc.) and liaise with Ottawa office vendors (cleaners, building manager, etc.)

3. Bookkeeping

  • As needed, work with the Vice-President, Finance & Operations and the Finance Assistant to maintain the Accounts Payable and Accounts Receivable functions:
  • Accounts payable – enter source documents into accounting system, prepare cheques, follow up as needed with vendors
  • Accounts receivable – enter source documents into accounting system, prepare and distribute invoices, follow-up as needed with customers.
  • Assist the Vice-President, Finance & Operations with other basic bookkeeping duties as needed and in keeping with the level of the job description

4. Additional responsibilities

  • Assist staff with special projects as required
  • Liaise with other staff and offices and assist in CMPA wide initiatives
  • Other duties as assigned and in keeping with the level of the job description

Education & Experience        

  • Minimum of two years of office experience, including work experience in an accounting department

Skills & Capabilities

  • Exceptional Microsoft PC skills ie Word, Excel, CRM, Power Point, Outlook
  • Experience using accounting software (eg Quickbooks, Simply Accounting)
  •  Basic bookkeeping skills
  • Focused and detail oriented
  • Proven ability to effectively prioritize and manage work flow 
  • Adaptable to changes in process, systems and organization structures and priorities
  • Able to work independently and in a team environment
  • Ability to exercise good judgment, show initiative and be proactive
  • Able to build and maintain positive and effective working relationships with internal and external parties
  • Strong interpersonal, written and oral communication skills
  • Industry experience considered an asset

Language

  • English (written and spoken) essential
  • French (written and spoken) considered an asset

 

To apply please send cover letter and resume to sandy.dobson@cmpa.ca by June 3, 2016.