Administrative Coordinator

Job Description

The Administrative Coordinator provides comprehensive administrative support for the efficient operation of the Director’s organization, and serves as an information and communications resource with employees, union representatives, customers and local, regional and national management at Canada Post.

Job Responsibilities

Below are the main job requirements and responsibilities for the Administrative Coordinator.

• Works in partnership with other members of the team. Ensures the timely and effective delivery of key activities by determining the delivery schedule, preparing materials, maintaining a timeline and follow-up with key stakeholders. Activities include, but are not limited to leave calendars, SAP entries, presidential correspondence, and Ombudsman requests.

• Exercises delegated authority managing the Director’s email account. Opens, sorts, prioritizes, manages electronic file folders, and responds to general inquiries and requests from staff. Redirects emails and/or incoming correspondence requiring specific staff expertise for response.

• Creates meeting and project calendars for the Director, including coordinating master scheduling by receiving and reviewing scheduling requests, managing calendars, setting up appointments, scheduling meetings, and identifying potential conflicts.

• Maintains an up-to-date master filing system (electronically and/or manual) for the office, including correspondence, invoice payments, leave records, expense reimbursements, and general information for archiving and retrieval

• Makes travel arrangements for the Director and/or other team members. Prepares advance itineraries and post-travel expense reports. May help to prepare briefing material, as applicable.

Job Responsibilities (continued)

• Assists with the management of the office budget including accounting, record keeping and reporting. Purchases primary office supplies and confirms receipt of goods. Reviews all expense claims and certifies selected items adhere to the corporate chart-of-account information. Prepares reports for payment authorization,.

• Manages the Director’s support needs assisting with email and written communications. Provides office coverage, including such tasks as answering telephones, greeting visitors, copying, faxing, processing claims for payment and maintaining a master filing system.

• Coordinates all activities and documentation for Director-driven meetings, conference calls and regional conferences. Prepares agendas, arranges for and communicates logistics, and as required, prepares and distributes minutes, including follow-up with appropriate leads on outstanding action items. Organizes meeting requirements such as conference rooms, catering, audio and visual equipment and other requirements.

• Engages in work assignments designed to challenge and increase understanding of the organization. Participates in training and professional development opportunities to enhance effectiveness and increase knowledge. As required, provides on-the-job training and orientation to new staff.

• Prepares, undertakes and assumes responsibility for special projects as requested by the functional head, in accordance with management’s needs.

Qualifications

Education

• Completion of secondary school according to provincial standards or equivalent (GED) is required.
• Completion of post-secondary (College/University) courses may be required.

Experience

• No previous work experience is required.

Other Candidate Requirements

• Knowledge of Microsoft Office including Outlook, Word, Excel, PowerPoint and Access.
• Ability to work with general equipment such as desktops, fax machines, photocopiers, scanners, video conferencing and telephone systems.
• Excellent writing skills.
• Strong organizational, prioritization and time-management skills.
• Ability to work in an environment with tight and often unpredictable and/or conflicting deadlines.

Other Information