Administrative Assistant

3 weeks ago

Toronto ON, Canada Altis Recruitment Full time

Atlis is partnering with a non-profit organization seeking a skilled Administrative Assistant to provide comprehensive administrative services to the department and corporate secretarial support. The role supports the work of the Legal, Policy, and Corporate Secretarial staff to achieve the organization's goals and objectives.

3 month contract, hybrid work model.

Duties and Responsibilities:

Office Administration Duties:

  • Provide administrative support to the Corporate Secretarial Team.
  • Schedule meetings and manage team and officer calendars.
  • Send emails on behalf of team members as required.
  • Arrange travel and prepare itinerary packages as needed.
  • Prepare expense reports as needed.
  • Maintain tracking spreadsheets for translation invoices and other external expenditures.
  • Use spreadsheet, database, word processing, and presentation software to prepare and format reports, memos, documents, and presentations following the Style Guide.
  • Answer telephone, voicemail, and emails as needed.
  • Perform general duties, including copying, scanning, filing, and providing administrative support as required.

Communications:

  • Assist with presentations given by the Legal, Policy, and Corporate Secretarial Department, including scheduling, proofreading, and formatting slide decks and speaking notes, and maintaining records of past presentations.

Corporate Secretarial:

  • Ensure Board meeting preparation procedures are current and use procedures to plan and prepare for Board and Committee meetings in cooperation with the Executive Assistant.
  • Ensure post-Board procedures are current and completed following Board and Committee meetings in cooperation with the Executive Assistant.
  • Proofread and format Board and Committee papers.
  • Support the work of the Board and relevant Committees.
  • Create Board and Committee Boardbooks in Diligent and remove old items from New Items, Dashboard, and folders.
  • Send Outlook invitations to Directors, Officers, and other relevant parties for Board and Committee meetings.
  • Prepare and distribute notices of meeting for Board meetings.
  • For Board and Committee packages, prepare cover letters and conference call and/or Microsoft Teams instructions.
  • Prepare and distribute attendance lists in advance of Board and Committee meetings, as well as other external meetings as required..

Qualifications and Job Requirements:

  • Clear and concise verbal and written communication skills.
  • Efficient, professional, and courteous manner.
  • Advanced knowledge of Microsoft Word, Excel, and PowerPoint.

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