Entry Senior

Administrative Assistant

Courtesy of CNRL

About This Career

Administrative Assistants perform a variety of administrative duties in support of an organization and its managerial professionals.   These duties may include maintaining file systems, coordinating schedules, preparing correspondence and presentations, handling confidential information, arranging conference calls, and preparing agendas and meeting minutes.  Administrative Assistants interact with many others from different departments across an organization, as well as with clients, suppliers, executives and the public.  Computers and office equipment such as photocopiers, scanners and fax machines are their primary tools.  Administrative Assistants often use accounting software, desktop and graphic software, database and enterprise management software.

Employment: This occupation is found in onshore environments and is employed in the exploration and production, oil sands, oil and gas services, and pipeline sectors of the oil and gas industry.

Education: Administrative Assistants require a high school diploma and a 1- to 2-year college diploma or specialized administrative certificate. Several years of experience is typically required.

Example titles: Secretary, Technical Secretary, Executive Assistant and Office Administrative Assistant.

Work Activities
Communicating with Persons Outside Organization
Greeting visitors, ascertaining the nature of their business and directing visitors to appropriate staff.
Communicating with Supervisors, Peers or Subordinates 
Opening and distributing incoming regular and electronic mail and other materials, and coordinating the flow of information internally and across other departments and organizations.
Controlling Machines and Processes
Operating office equipment such as computers, copiers, phone systems or fax machines and arranging for repairs when equipment malfunctions.
Coordinating the Work and Activities of Others
Handling confidential information with discretion.
Coordinating the Work and Activities of Others 
Scheduling appointments, making travel arrangements and scheduling meetings.
Coordinating and managing logistics and suppliers for special events, technical conferences and meetings.
Assisting in preparation of spreadsheets for various business unit activities and reports.
Documenting/Recording Information
Assisting in electronic document control and paper filing.
Maintaining an organization's database systems.
Performing Administrative Activities
Maintaining a filing system for both electronic and hard copy files.
Assisting in preparing reports, bulletins, and alerts.
Performing word processing of letters, memos, reports, agreements, exhibits and general business correspondence.
Preparing presentation materials, including charts, graphs and slides.
Answering phone calls and directing calls to appropriate parties, or taking messages.
Performing general office duties such as ordering supplies.
Assisting in and/or organizing meetings, events and conferences may be required.
Updating and Using Relevant Knowledge
Identifying and using appropriate software to create letters, reports and other documents, creating presentations, developing spreadsheets and using database programs.
Competencies
Behavioural
Attention to Detail
Knowledge
Clerical
Customer and Personal Service
Foundational
Document Use
Active Listening
Computer use
Career Path
  • Administrative Assistant
  • Executive Assistant
  • Receptionist
Related Careers
Available Jobs
  • Here are the two most recent postings:

Administrative assistant

Posted on Sep 11 2017

By Malke enterprises ltd.

Brampton Dependant upon experience
Administrative assistant - office

Posted on Sep 08 2017

By Wark service centre

Port elgin Dependant upon experience
View All Jobs (20)
Working Conditions
  • Physical
    Mild Physical Activity
  • Office
    Office Based
  • Overtime
    Some Overtime Required
Transferable Sectors
  • Chemical manufacturing
  • Finance
  • Forestry and logging
  • Heavy and civil engineering construction
  • Mining and quarrying
  • Non-residential and residential building construction
  • Paper manufacturing
  • Petroleum and coal product manufacturing
  • Primary metal manufacturing
  • Professional, scientific and technical services
  • Public administration, including regulatory
  • Rail transportation
  • Truck transportation
  • Utilities, including renewable energy
  • Warehousing and storage
  • Wood product manufacturing
Job Details

Job Category

Business and Operations Support

Sectors

Pipelines

Oil and gas services

Oil sands

Exploration and production

NOC

1241

Qualifications + Experience

Education:

  • High School Diploma (or equivalent)

Additional Requirements:

  • Strong computer literacy including proficiency in Microsoft Word, Excel and PowerPoint