Employment Opportunity - Secretary

The Secretary will provide receptionist/telephone services and general office support to the NEPTUNE Canada office including providing secretarial support to the NEPTUNE Canada project management team.

Responsibilities
Since the project management team is geographically dispersed, duties can include:

• Answering routine and complex queries and/or referring to appropriate contact, coordinating schedules, making travel arrangements, taking minutes, arranging conferences (including video and audio), and booking rooms.
• Reporting to, and in consultation with, the Executive Assistant, planning events and meetings for NEPTUNE participants, contractors and visitors.
• Operating and providing technical support for a variety of office equipment and computer tools associated with the project office activities, including: copy machine, fax, colour and poster printers, scanners, desktop publishing and PowerPoint presentations.
• Overseeing website maintenance, mailing list and responses to webmail inquiries.
• Producing correspondence, merges, and letters, as required, using Microsoft Word.
• Preparing information packages for distribution to interested parties.
• Sorting and distributing incoming mail and preparing outgoing mail by post or courier.
• Maintaining office supplies inventory and ordering supplies as necessary.
• Maintaining both paper and electronic filing systems for records, reports and other documents.
• Assisting the Executive Assistant with other duties of similar scope and complexity.
• Providing general receptionist duties in support of the VENUS Project.
• Maintaining bookings/security for the First Floor Meeting and Staff Rooms.

Qualifications

• Excellent secretarial skills, attention to detail and able to work effectively within a team.
• Experience using many word processing packages, spreadsheets and presentation software and familiarity with both Mac and PC.
• Enthusiastic about learning new skills.
• A self-starter, able to make independent decisions when necessary.
• Ability to organize and prioritize activities, respond well to multiple demands and pressures, as well as to communicate with tact and diplomacy with members of the university and a wide external community in the academic, government and industrial sectors as well as the international partners institutions within the NEPTUNE project.