Job Description

Hinnawi Bros Bagel & Cafe

Job title:

Secretary

Based at:

Hinnawi Bros Bagel & Cafe

Reports to:

Office Manager

Overall job objectives

A

Secretary

plays a crucial role in ensuring the smooth operation of an office by handling administrative and clerical tasks. They act as the backbone of an organization, supporting executives, teams, or departments with communication, scheduling, and documentation.

Job Specifications

Maintain and update calendars for executives or teams. Schedule meetings, appointments, and conference calls. Send reminders and follow-ups to ensure punctuality. Adjust and reschedule appointments as needed to avoid conflicts. Arrange meeting rooms, prepare agendas, and organize materials. Send out invitations and confirm attendance. Take and distribute meeting minutes and action points. Maintain a to-do list and ensure tasks are completed on time. Set reminders for project deadlines and important events. Update stakeholders on progress and necessary follow-ups. Keep employees and managers informed of schedule changes. Ensure timely updates on policy changes, events, or urgent matters. Send out notifications via email, messaging apps, or internal systems. Book travel arrangements, accommodations, and itineraries. Adjust plans in case of schedule changes or cancellations. Prepare necessary documents, tickets, and travel confirmations.

Additional job specifications:

Provide assistance with occasional personal tasks, such as arranging deliveries, running minor errands, or ensuring a smooth work environment for executives.

Qualifications:

Proficiency in scheduling tools (Calendars, Microsoft Outlook, etc.). Strong time management and prioritization abilities. Excellent attention to detail to avoid scheduling conflicts. Ability to multitask and adjust to changing priorities. Clear and effective communication skills.

Education & Experience:

College diploma or equivalent. Previous experience in administrative or secretarial roles is an advantage.
Job Type: Part-time

Pay: $18.00-$20.00 per hour

Benefits:

Discounted or free food Flexible schedule
Application question(s):

Are you open to be notified almost everyday to update certain tasks and schedules?
Language:

French (preferred)
Work Location: In person