Resources
Post a Job
 Special offer 

Jumpstart your hiring with a $100 CAD credit to sponsor your first job.*

Sponsored jobs are 4.5X more likely to result in a hire.**
  • Invite matched candidates to apply
  • Increase your visibility in job search results
  • Appear to more candidates longer
*The $100 CAD Sponsored Job credit offer is only available for new accounts in Canada that post a job and expires one year after account creation. Upon expiration of the credit, users are charged based on Sponsored Job budget. Terms, conditions, and quality standards apply **Indeed data (worldwide)

Assistant Administrator Job Description: Top Duties and Requirements

An Assistant Administrator is responsible for providing administrative and clerical support to the employees of an organization. The primary duties of an Assistant Administrator include answering phones, scheduling appointments, and setting up and managing staff meetings and company events.

Build a Job Description
Are you a Job Seeker? Find Jobs

Assistant Administrator duties and responsibilities

An Assistant Administrator works with the company as a whole and has many clerical and administrative responsibilities. In general, some Assistant Administrator duties and responsibilities include:

  • Writing memos and managing correspondences
  • Creating invoices and managing receipts
  • Preparing spreadsheets and other related reports
  • Maintaining company files and databases
  • Purchasing office supplies and dealing with vendors and suppliers
  • Maintaining all office equipment such as printers, fax machines, and photocopiers
  • Delivering mail and sending faxes as needed
Build a Job Description
Are you a Job Seeker? Find Jobs

Assistant Administrator Job Description Examples:

Example 1

We are a multi-disciplinary clinic located near Kennedy and Hwy 401 (Scarborough). Currently seeking a positive, energetic person with a background in Kinesiology or equivalent to join our team. This position will begin Part-time ( must be available Monday, Wednesday and Fridays), however, depending on performance, there is an opportunity to become full-time after approximately 3 months. Salary will be range of $15.5-19 per hour depending on level of training and experience.

Responsibilities include but not limited to:

  • Administrative duties (i.e. answering phone calls, faxing, emailing, booking patients, filing, billing MVA and private insurance, preparing clinical notes and records, accounts/receivable)
  • Assisting Physiotherapist and Chiropractor (i.e. assisting with IFC, ultrasound and other therapy modalities, demonstrate and educate patients on exercises, prepare hot packs)
  • Great patients and manage patient flow
  • Maintaining cleanliness of rehab area and equipment
  • Communicating with other health care professionals and lawyers, as needed

    Assets/Qualifications:

  • 1 year experience working within a rehabilitation clinical setting
  • Knowledge in use of HCAI and private insurance submission. Familiarity with Universal software is an asset
  • Quick learner with great, friendly communication skills and able to work independently as well as collaboratively

    Why The Rehab Centre?

  • Friendly and supportive staff
  • Opportunity for growth and learning
  • Free onsite parking

    Only eligible candidates will be contacted for phone/in-person interview. This is a long term position, therefore, please apply if you are currently not attending any post-secondary studies (i.e. no students).

    Thank you for your interest,

    Sally

    Job Types: Full-time, Part-time
    Part-time hours: 40 per week

    Salary: $18.00-$20.00 per hour

    Benefits:
  • On-site parking
    Flexible Language Requirement:
  • French not required
    Schedule:
  • 8 hour shift
  • Day shift
  • Monday to Friday
  • Weekends as needed
    Supplemental pay pay

    Work Location: In person

    • Example 2

    If you are an experienced, successful and motivated Dental Assistant looking to take your career to the next level we invite you to come join our team of talented professionals.

    We are a busy family orientated general practice offering exceptional dental care and cover all aspects of Advanced dentistry (comprehensive orthodontics, full-mouth reconstruction, veneers, and all-on-4 cases on the regular)

    *Why apply to our office?

    Above industry average wages, NO Evenings

    Being part of an amazing team that has been together for the last 15 years (LONG TERM position).

    Growth and Development Opportunities in a modern and cutting edge facility.

    Responsibilities

    This role will have a variety of duties, but mainly focusing on clinical assisting/sterilization as well as front-desk/administrative/treatment coordinating duties. Ideally, we are looking for someone that can assist but also do administration comfortably.

    Communicating the value of dental treatment and establishing relationships with patients in order to help them in making the best decisions for their oral health.

    We are looking for great patient care and are willing to train to our office protocols.

    Qualifications

    Must be Level 2 CDA to apply.

    Strong organizational ability and customer service oriented.

    Outgoing and positive personality, able to provide excellent front-desk service to patients.

    Motivated to learn and be a part of a high level team.

    Experience with administrative duties (Dentrix)

    HOURS: Monday - Thursday: 7:30-5:30pm , Fridays: 8:00-1pm, Saturdays: 8:00-1pm (one a month)

    Please send your resume and cover letter.

    All inquiries are confidential.

    We look forward to meeting you!

    Job Type: Permanent

    Salary: $47,000.00-$55,000.00 per year

    Benefits:
  • Dental care
    Schedule:
  • 10 hour shift
    Supplemental pay pay

    • Example 3

    The Executive Assistant/Administratorwill represent Schwank�s most important resource � People. He/She will be responsible for building a positive culture in the organization, managing our group benefits, and supporting our staff to improve the overall employee experience at Schwank. Schwank is looking for a culture driver, someone who wants to impact the company vibe and support our growth in people. The successful candidate will need to be efficient at executing administrative tasks and communicate extremely well.

    This is a Hybrid (In office/remote) part-time position of 24 hrs per week.

    Responsibilities

    ? Driver of Schwank Culture � Help to organize culture driving events

    ? Management and support of group benefits � Health, RSP, 401k

    ? Management of employee onboarding and exiting � Announcements, new hire check list, supplies

    ? Administration of company vacations � Vacation tracking tool, reminders to staff and managers

    ? Internal Communication � Keeping the company in tune with what is happening in the organization

    ? Employee engagement � Ambassador of employee engagement � What should the company do to improve engagement and employee satisfaction (Surveys, events, announcement, policies, etc)

    ? Office Management � Office maintenance contracts (Alarm, cleaning, snow removal, water coolers, mats, etc), office supply management, finding ways to improve the employee experience in the office and from home

    ? Executive Assistance � Support the executive management team during operational meetings.

    ? Departmental support � Will need to support Accounting, IT, and Marketing with cheque deposits, cell phone plan management, and training certifications

    ? Manage and maintain corporate agreements and executive documents

    ? Manage and develop employee tools � Vacation tool, employee handbook, development of intra-net, HRIS systems.

    Qualifications

    ? 3-5 years� experience as an Executive Assistant / Administrator, some HR and Benefits experience is a bonus

    ? Amazing communication skills both verbal and written

    ? Strong relationship building skills � Needs to be able to build relationships with all staff

    ? Great organizational skills and processes

    ? Very strong knowledge of MS Office

    ? Experience working at a manufacturing company an asset, but not mandatory

    About us:

    Schwank provides smart climate systems for commercial and industrial spaces. We focus on improving comfort, while lowering operating costs. We are the global market leader in the field of gas-fired infrared heating systems. We consider ourselves as a solution provider. We plan and implement highly efficient systems for our customers.

    Culture eats strategy for breakfast. And at Schwank North America, we have an amazing culture. People who work for us have flexibility, autonomy, the ability to make a difference, and like to have fun while working. That�s the environment we provide.

    Schwank operates in over 40 countries around the world. As a global business, we rely on diversity of culture and thought to deliver on our goals. To ensure we can do that, we seek talented, qualified employees in all our operations around the world.

    Are you looking to advance your professional career? Do you want to be part of a globally active team with over 80 years of experience in product development, engineering, production, and sales? Then send us your application!

    Job Type: Part-time
    Part-time hours: 24 per week

    Benefits:
  • Flexible schedule
    Schedule:
  • Day shift
  • Monday to Friday

    Application question(s):
  • Do you have experience working at a manufacturing company?
  • Please share any Executive Assistant, Office Management, HR Coordinator, Administrator experience you would be bringing to this position.
  • What is your hourly wage expectation?
  • Are you eligible to work for any employer in Canada?

    Education:
  • Bachelor's Degree (preferred)

    Experience:
  • Executive Assistant/Administrative: 3 years (required)
  • Group Benefits: 1 year (required)
  • Internal Communication: 1 year (required)
  • Office Management: 3 years (required)
  • HR Coordinator: 1 year deadline: 2022-06-30

    • What does an Assistant Administrator do?

    An Assistant Administrator performs clerical and administrative tasks to ensure that a company runs smoothly and efficiently. They perform a variety of administrative duties such as corresponding with clients, responding to emails, directing inquiries to appropriate people within the company, and taking messages. An Assistant Administrator also sometimes manages catering and audiovisual requirements for corporate events, and works with vendors and suppliers.

    Other tasks that are also often part of an Assistant Administrator’s duties include editing documents, bookkeeping, and filing. An Assistant Administrator may also be required to prepare presentations for their supervisor or manager and prepare monthly or quarterly reports, depending on the type of products or services they offer. They may also be responsible for ensuring office expenses stay within budget.

    Assistant Administrator skills and qualifications

    An Assistant Administrator ensures that the core functions of an organization run efficiently. Here are a few examples of an Assistant Administrator’s skills and qualifications:

    • Excellent written and verbal communication skills exhibited through personal, phone, or email contact
    • Excellent interpersonal skills
    • Ability to multitask while maintaining high attention to detail
    • Ability to work with staff across multiple departments
    • Experience with office software and equipment
    • Competency in writing reports and handling presentations
    • Knowledge in creating spreadsheets, management budgets, and office finances

    Assistant Administrator experience requirements

    The position of an Assistant Administrator is considered to be an entry-level role. Most Assistant Administrators gain experience on the job while performing their day-to-day tasks. Therefore, basic correspondence and communication skills are usually sufficient for most entry-level Administrative Assistant positions.

    However, in certain positions such as those in the medical or legal fields, Assistant Administrators may be required to have previous experience working in a similar capacity. Technical vocabulary and skill proficiency related to these are needed to perform the functions properly. Assistant Administrators who work at the executive level are usually required to have several years of previous related experience. They will also need to be more qualified in terms of having a related degree or diploma.

    Assistant Administrator education and training requirements

    Applicants interested in the position of an Assistant Administrator should generally have a high school diploma or equivalent. They should also have a firm grasp on efficiently using word processing and spreadsheet programs. Specialized Assistant Administrators in medical and legal fields need a basic know-how of industry-specific terminology and practices, while Assistant Administrators for higher-level executives ideally have a college or university degree.

    Assistant Administrator salary expectations

    According to Indeed Salaries, the average salary for an Assistant Administrator is $18.07 per hour in Canada. Rates may be dependent on the candidate’s experience, location, and company.

    Job description samples for similar positions

    If an Assistant Administrator is not quite what you are looking for, some other job description samples include:

    Ready to Hire?Build a Job Description

    Assistant Administrator job description FAQs

    What qualities make a good Assistant Administrator?

    A good Assistant Administrator will have the basic qualities to be able to perform well in an office setting. These include excellent communication skills, report and presentation writing skills, and appointment scheduling skills. Also, a good Assistant Administrator will be familiar with most word processing software and accounting software tools such as QuickBooks.

    How can you make your Assistant Administrator job description stand out?

    A good job description for an Assistant Administrator clearly outlines the relevant skills, experience and education requirements. It should also include a description of the company’s values and corporate culture to attract candidates who are a good fit. As administration is necessary for virtually every industry, specific details about the company’s goals and products or services give candidates a clear understanding of the environment they’ll be working in. A competitive salary and benefits like flexible hours, healthcare, or extended vacation time are great ways to make the job description stand out.  

    Job Description Examples

    Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

    No search results found

      *Indeed provides this information as a courtesy to users of this site. Please note that we are not your recruiting or legal advisor, we are not responsible for the content of your job descriptions, and none of the information provided herein guarantees performance.