Multiple Recruitment For Office Assistants In Canada

An Office Assistant is a professional who takes care of office duties like organizing and sending mail. They also manage office supplies and order new materials when necessary to maintain a clean and organized workplace for visitors and clients.

Canada, a vast country that spans from the Atlantic to the Pacific and from the Arctic Circle to the U.S. border, is the second largest nation in the world.

This huge territory consists of diverse geographical features and climates. The St. Lawrence Seaway and Great Lakes connect eastern and central Canada, forming a significant inland waterway.

Toronto is the largest city in Canada, followed by Ottawa, the capital. Other major metropolitan areas include Montreal, Vancouver, and Calgary.

The country has established principles that strictly prohibit employment discrimination. Discrimination based on gender, nationality, disability, religion, race, and other factors is not allowed.

Job Summary

Currently, there are many job opportunities available for dedicated, skilled, capable, and qualified individuals who are looking to work as Office Assistants. However, it is important for a candidate to show a strong level of expertise, be able to handle pressure well, and have excellent multitasking abilities in order to succeed in the role.

Job Duties and Responsibilities

You’ll be responsible for the effective organization of the office
You’ll be responsible for the effective and professional scheduling of appointments and meetings
You’ll handle various clerical tasks ranging from printing, copying, filing and others
You’ll be responsible for the professional resolution of guests inquiries, issues, and complaints.
You’ll friendly and professionally welcome and greet guests to the organization.
You’ll adhere strictly to safety and health regulations
You’ll execute all other assigned duties

Job Skills and Requirements

High school diploma
Good organization skills
Previous experience is required
Exceptional time management skills
Good communication skills
Pay strong attention to details
Effective interpersonal skills
Good problem-solving skills
Friendly and positive attitude

Education Requirements

At the minimum, administrative office assistants should have a high school education and a positive outlook. It may be preferred or required to have taken courses in subjects like English, communication, computer keyboarding, information technology, bookkeeping, and public relations during high school or at a community college.

Having an associate’s or bachelor’s degree in a business-related field can be advantageous when aiming for a competitive position that offers attractive pay and benefits. For those working as legal or medical administrative and secretarial assistants, it is important to receive training in technical writing and the specific terminology used in their respective fields.

According to survey data from May 2016, administrative office assistants and secretaries reported a median annual salary of $37,230, which is equivalent to $17.90 per hour, as reported by the U.S. Bureau of Labor Statistics.

Among administrative office assistants and secretaries, the lowest-paid 10 percent earned less than $22,930, while those in the top 10 percent of the salary range earned over $62,230.

Industry

Administrative office assistants can be found in almost every industry, with a higher concentration in business, government, education, healthcare, and the nonprofit sector.

Based on data from May 2016, the U.S. Bureau of Labor Statistics reported that nearly 4 million individuals were employed as administrative office assistants or secretaries in the United States. The majority of them held full-time positions.

Years of Experience

Within certain organizations, administrative office assistants can earn seniority based on the number of years they have worked for the company. Seniority grants them specific benefits compared to newly hired employees, such as improved work hours, longer vacation periods, and increased job stability.

Individuals with experience may be given priority consideration when an internal job opening becomes available. Executive administrative assistants, who directly assist company executives, usually possess previous work experience and are known for their high level of competence and reliability.

Salary Ranges of Office Workers

To ensure an office runs smoothly, the coordinated efforts of various types of office and administrative professionals are necessary. As of May 2020, there were over 18 million office workers employed in the United States. According to the U.S. Bureau of Labor Statistics (BLS), they earned an average salary of $42,390 per year, which amounts to $20.38 per hour.

The salary of office workers largely depends on their years of experience and the extent of their responsibilities. Those who are just starting out in entry-level positions may earn $25,170 or less. On the other hand, skilled office workers who fall within the 90th percentile of the salary range can make around $65,020 or more on an annual basis.

General Office Clerks

General office clerks frequently occupy a front desk position where they welcome visitors, offer information, transfer phone calls, schedule appointments, update electronic records, make copies, collect information, and prepare billing statements.

Having a high school diploma or GED is usually the standard educational requirement for this role. Employers typically offer a few weeks of on-the-job training to new hires.

Secretaries and Administrative Assistants

The role of a secretary or administrative assistant is more intricate compared to that of an office clerk. In addition to handling general office tasks like filing and data entry, they are responsible for drafting correspondence, creating spreadsheets, preparing reports, editing documents, and managing databases.

Most individuals in this position possess a high school diploma or GED, along with training in computer software applications acquired during high school or post-secondary education. Some may begin their career as general office clerks and receive on-the-job training to transition into their new role.

To excel in this job, these office workers must possess exceptional decision-making and interpersonal skills. According to the U.S. Bureau of Labor Statistics (BLS), annual office wages range from $25,630 at the 10th percentile to $59,090 at the 90th percentile. The median salary reported by the BLS was $38,850 per year.

Executive Secretaries and Executive Assistants

Experienced secretaries and administrative assistants who possess excellent office skills may be selected for executive positions. Their responsibilities may include training and overseeing less experienced office workers.

In addition, they may assist company executives with tasks such as research, preparing statistical reports, and handling public inquiries. Proficiency in technology and strong organizational skills are essential for these roles.

According to the U.S. Bureau of Labor Statistics (BLS), employers generally prefer candidates for these higher-level office positions to have a bachelor’s degree or some college courses. The annual salaries in this field ranged from $39,350 at the 10th percentile to $94,830 at the 90th percentile, as reported by the BLS. The median salary, as stated by the BLS, was $63,110 per year.

Business and Administrative Managers

Business office managers and administrative services managers are responsible for coordinating the support services functions within an organization. Their objective is to ensure efficiency, timeliness, and smooth operations for a large area they oversee, such as the record-keeping department.

Their daily tasks involve supervising office workers, procuring new equipment, streamlining processes, and establishing improvement objectives for the logistical aspects of the business office.

Most of these professional office workers hold a bachelor’s degree and have gained progressive administrative experience over the years. According to the U.S. Bureau of Labor Statistics (BLS), annual wages for office positions ranged from $56,080 at the 10th percentile to $169,930 at the 90th percentile. The median salary reported by the BLS was $98,890 per year.

Frequently Asked Questions (FAQ)

What does an Office Assistant do?

Office Assistants play a crucial role in every office. They may have different titles like Administrative Assistant or Secretary, but they all share a common purpose: supporting the staff members and ensuring the smooth operation of the office from behind the scenes.

What are the duties and responsibilities of an Office Assistant?

The duties of an Office Assistant involve answering customer calls and relaying messages. They also utilize basic office equipment such as faxes or scanners. Office Assistants assist in managing files to ensure important documents are properly organized, handle travel arrangements, keep track of supply inventory, and perform data entry tasks as needed.

What makes a good Office Assistant?

A competent Office Assistant should possess strong organizational abilities and keen attention to detail to ensure nothing is overlooked. Additionally, they should be capable of collaborating effectively with colleagues and assisting customers when necessary. During busy periods, they often rely on critical thinking to make independent decisions, which proves beneficial.

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Who does an Office Assistant work with?

Office Assistants collaborate with various professionals in office environments. This may involve working alongside Office Managers and other leaders within an organization.