Administrative Assistant

1 month ago

Fredericton, Canada Tourism Industry Association of New Brunswick (TIANB) L’Association de l’industrie touristique du Nouveau-Brunswick (AITNB) Full time

The administrative assistant is responsible for the overall administration of reception and administrative duties, including providing support to team members, the CEO and TIANB's membership. The incumbent will work from a desk at the TIANB office in Fredericton and use the telephone and a computer throughout the course of their day to perform a variety of tasks.

Administrative assistants generally will perform clerical duties. This normally includes answering phones, taking notes and maintaining files and overseeing projects. In addition, responsibilities also include being in charge of sending and receiving correspondence, as well as greeting members and a variety of others that may call upon the services of TIANB.

The administrative assistant will also manage TIANB's CRM (Member365) and ensure all membership records are kept current and accurate.

Key Responsibilities:

  1. Office Management: Maintain a clean, organized, and welcoming office environment. Manage office supplies, equipment, and facilities to ensure efficient operations.
  2. Administrative Support: Provide administrative support to various departments including scheduling meetings, managing calendars, handling correspondence, and organizing documents.
  3. Database and CRM Management: Maintain accurate and up-to-date records in our CRM (member365) and filing systems. Ensure confidentiality and security of sensitive information.
  4. Event Coordination: Assist in planning and coordinating events, meetings, and conferences. This includes arranging logistics, preparing materials, and providing on-site support as needed.
  5. Communication: Serve as a point of contact for internal and external communications. Answer phone calls, respond to emails, and greet visitors in a professional and courteous manner.
  6. Financial Support: Assist with basic financial tasks such as processing invoices, and tracking expenses. Support TIANB’s bookkeeper in maintaining accurate financial records.
  7. Special Projects: Assist with special projects and initiatives as assigned by the CEO or committee heads.

Qualifications:

  • Must be fluently bilingual.
  • High school diploma or equivalent required; Bachelor degree preferred.
  • Proven experience in an administrative role, preferably in a non-profit or similar setting.
  • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Must have experience with CRM software.
  • Knowledge of Canva would be a bonus.
  • Strong organizational skills with the ability to multitask and prioritize tasks effectively.
  • Excellent communication skills, both verbal and written.
  • Attention to detail and a high level of accuracy in work.
  • Ability to maintain confidentiality and handle sensitive information with discretion.

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