Job Description

JOB SUMMARY:

Serves as confidential administrator for an Area Vice President and Area office. Carries out diverse administrative duties and implements organizational policies and practices. Aids line management in staff capacity by coordinating office services, such as personnel, budget preparation and records control, and conducting special management studies.

Distinguishing Characteristics:

Primary job function is serving as administrator for Area executive and office. This job description applies only to salaried positions performing essential functions of the nature described, with the authority to make independent choices, free from immediate supervision, in significant matters that affect the business, or to carry out tasks that are directly and closely related to such work, no less than 50% of the time. If a position performs such work less than 50% of the time, it should be classified as: Area Support Associate.

ESSENTIAL FUNCTIONS:

• The functions listed describe the business purpose of this job. Specific duties or tasks may vary and be documented separately. The employee might not be required to perform all functions listed. Additional duties may be assigned, and functions may be modified, according to business necessity.
• All assigned duties or tasks are deemed to be part of the essential functions, unless such duties or tasks are unrelated to the functions listed, in which case they are deemed to be other (non-essential) functions.
• Employees are held accountable for successful job performance. Job performance standards may be documented separately, and may include functions, objectives, duties or tasks not specifically listed herein.
• In performing functions, duties or tasks, employees are required to know and follow safe work practices, and to be aware of company policies and procedures related to job safety, including safety rules and regulations. Employees are required to notify superiors upon becoming aware of unsafe working conditions.
• All functions, duties or tasks are to be carried out in an honest, ethical and professional manner, and to be performed in conformance with applicable company policies and procedures. In the event of uncertainty or lack of knowledge of company policies and procedures, employees are required to request clarification or explanations from superiors or authorized company representatives.

1. Carries out diverse administrative duties and implements organizational policies and practices on behalf of and as directed by the Area Vice President.
2. Aids line management in a staff capacity by coordinating office services, such as personnel, budget preparation and records control, and conducting special management studies.
3. Acts as a liaison between the Area Office, Region Office and operating center functions and resolves day-to-day operational issues.
4. Collects, organizes, inputs, compiles, analyzes and presents information pertaining to operations such as financial reports, budgets, customer service reports, and company or supervisor report requests; compiles data and arranges for final preparation of reports for management decision-making.
5. Screens telephone calls; receives and directs visitors, and responds to or directs inquiries.
6. Plans and schedules meetings and events; maintains calendar of appointments and travel itineraries; coordinates related arrangements.
7. Prepares correspondence, memoranda and reports; prepares and distributes minutes of meetings; prioritizes and responds to communications.
8. Performs tasks and duties of a similar nature and scope as required for assigned office.

MINIMUM QUALIFICATIONS AT ENTRY

Additional qualifications may be specified and receive preference, depending upon the nature of the position.

MINIMUM HIRING STANDARDS:

• Must be at least 18 years of age.
• Must have a reliable means of communication (i.e., pager or phone).
• Must have a reliable means of transportation (public or private).
• Must have the legal right to work in the Canada.
• Must have the ability to speak, read, and write English and French in the province of Quebec.
• Must have a High School Diploma or GED.
• Must be willing to participate in the Company’s pre-employment screening process, including background investigation.

Education/Experience:

High School Diploma or G.E.D., and 3 years of administrative work experience, or an equivalent combination of education and experience sufficient to perform the essential functions of the job, as determined by the company.

Competencies (as demonstrated through experience, training, and/or testing):

• Thorough understanding of standard office procedures and practices.
• Knowledge of basic bookkeeping.
• Ability to read, analyze, and interpret various internal and external documents and reports.
• Ability to write reports and business correspondence in a clear and concise manner.
• Ability to present information effectively and to respond to questions from groups of managers, customers, and the general public.
• Demonstrated proficiency in various office productivity software including word processing, spreadsheet, presentation, and database applications.
• Ability to analyze a variety of data and develop recommendations and solutions.
• Planning, organizing, and project management skills.
• Ability to communicate clearly and concisely.
• Ability to interact effectively at all levels and across diverse cultures.
• Ability to be an effective team member and handle project leadership responsibly.
• Ability to adapt to changes in the external environment and organization
• Ability to carry out multiple assignments concurrently.
• Courteous telephone manner.
• Strong customer service and results orientation.

WORKING CONDITIONS (Physical/Mental Demands)

With or without reasonable accommodation, requires the physical and mental capacity to perform effectively all essential functions. In addition to other demands, the demands of the job include:

• Maintaining composure in dealing executives, staff, clients and the public.
• Must undergo and meet company standards for background and reference checks and behavioral selection survey.
• Required ability to handle multiple tasks concurrently.
• Computer usage.
• Handling and being exposed to sensitive and confidential information.
• Regular talking and hearing.
• Frequent lifting and/or moving up to 10 pounds and occasionally up to 25 pounds.
• Close vision, distance vision, and ability to adjust focus.

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Securitas employees come from all walks of life, bringing with them a variety of distinctive skills and perspectives. United through our common purpose, we provide the security needed to safeguard our clients' assets and people. Our core values - Integrity, Vigilance and Helpfulness - are represented by the three red dots in the Securitas logo. If you live by these values, we’re looking for you to join the Securitas team.