Hi Guys, I am working as an administrative assistant. I am trying to generate a letter that is close to the criteria. Please have a look and provide me some suggestion. Appreciate it!
Please also give me some idea of how to make sure my duties describe a administrative assistant well.
*The black part is the criteria on NOC and red is my description
Please also give me some idea of how to make sure my duties describe a administrative assistant well.
*The black part is the criteria on NOC and red is my description
- Prepare, key in, edit and proofread correspondence, invoices, presentations, brochures, publications, reports and related material from machine dictation and handwritten copy
- Key in quotations for clients including Signage Distribution List, Emergency Planning and Signage Provision.
- Proofread invoices for Fire Safety Planning, Fire Safety Plaques, Fire Extinguishers, signage ext.
- Open and distribute incoming regular and electronic mail and other material and co-ordinate the flow of information internally and with other departments and organizations
- Schedule and confirm appointments and meetings of employer
- Remind employer appointments on time to prevent them from being late
- Order office supplies and maintain inventory
- Report and help to order office supplies (eg. pens, binders and stamps)
- Answer telephone and electronic enquiries and relay telephone calls and messages
- Communicate with clients, suppliers and graphic designers by emails
- Sending Fire Safety Plan with Vital Building Information, Submission form and Pre-Incident Plan to appropriate Fire Department by emails.
- Set up and maintain manual and computerized information filing systems
- Maintain filing systems based on numerical order for projects with their civic address on computer
- For accomplished projects, keep a filing system based on city and street name
- Determine and establish office procedures
- Establish the office procedure including checking voicemails and email on time, refill ink and paper for printer etc.
- Greet visitors, ascertain nature of business and direct visitors to employer or appropriate person
- Greet clients who drop by in office and direct them to employer if necessary
- Record and prepare minutes of meetings [N/A]
- Arrange travel schedules and make reservations [N/A]
- May compile data, statistics and other information to support research activities
- Revise minor errors on floor plan using AutoCAD before sending it to client for their review/approval
- When receiving invitation to quote, sort out floor plan from architectural drawing for employer to consider.
- May supervise and train office staff in procedures and in use of current software.[N/A]
- May organize conferences [N/A]
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