Overview
Administrative Assistant Jobs in Remote at True Training
Full job description
We are currently seeking an experienced Administrative Assistant / Communications Specialist / ​Receptionist to join our growing team. The company is B2G (business to government), providing a variety of services and goods to the governments in Canada (municipal, provincial, and federal), with our current focus on language training for government employees.
This role is critical for supporting our administrative and operational tasks, ensuring smooth day-to-day operations. The ideal candidate will be a detail-oriented, reliable, and organized individual who has experience in an academic or administrative position involved in class or event management.
You are very efficient at responding to emails in a professional, yet personal manner. You must be organized, properly categorizing emails from Outlook into their different folders, requesting info from internal team members, creating organized workflows, improving administrative efficiency, and ensuring that our communications internally and externally are effective and professional.
You are skilled at digitally communicating in a kind, informal, personal tone, creating a unique and caring experience for our government clients, teachers, students, and coordinators.
Primary Duties
Manage virtual classes with students and teachers by reviewing availabilities, skill levels, then matching individuals together into blocks of the schedules.
Communicate fast with government clients via MS Outlook.
Communicate fast with subcontractors, students, and teachers via MS Teams.
Manage internal team meetings to ensure they are efficient and organized, by preparing agendas and recording notes.
Acknowledge receipt of emails from students who are late/absent from classes and notifying the respective teacher on MS Teams.
Organize and track all communication and updates between all parties.
Request necessary info from internal team members in order to respond to specific emails.
Send quotes/invoices to customers, including pertinent details.
Follow up with customers about invoices or quotes.
Communicate with external admin team to ensure they are doing their duties properly outside of EST hours.
Take notes during team meetings about important updates, due dates, or goals.
Organize meeting notes digitally in an organized manner for all teammates to review.
Follow up with team members about pending due dates or updates on tasks.
Answer 1-5 phone calls per day.
Setup automatic rules in Outlook/MS Teams, where emails or messages are rerouted in an efficient, scalable, streamlined manner.
Request, monitor, and manage teacher progress reports, attendance sheets, and invoices.
Communicate with teachers about availabilities and student details via Microsoft Teams.
Assist in paying subcontractors via Quickbooks and banking tools.
Assist quotes and invoicing customers from Quickbooks.
Clean and improve the office, ensuring the environment is optimized for a productive atmosphere.
Print important documents, filing them for proper safekeeping, while being easy to review during team meetings.
Print and display accomplishments of team members and teachers.
Assist in grant applications and wage subsidies.
Organize up-to-date database of vendors.
Track cycles, noting the due dates of assessments, progress reports, attendance sheets, invoices, bills, etc.
Assist in hiring new employees and contracting new teachers.
Assist onboarding for n…
Title: Administrative Assistant
Company: True Training
Location: Remote
Category:
