Administrative Assistant

1 month ago

Old Toronto Ontario, CA TDS Personnel Full time

Our client, a professional association, requires an Administrative Assistant to join their team. This administrative assistant will perform various administrative and clerical tasks within the conference department. This person must be detail-oriented, organized, and have strong time management skills. They will support a team of six, assisting with daily office needs, distributing information among their co-workers, answering phones/emails, and general administrative activities. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools like MS Excel and office equipment.

Responsibilities:
  • Run conference related reports from iMIS database, including rosters and registrant badges.
  • Maintain appropriate level of event supplies, placing orders for additional supplies as needed.
  • Prepare all onsite documents and registration reports.
  • Track and organize sponsors & speakers by maintaining various spreadsheets.
  • Receive and process registrations in iMIS database, including payments by credit card, and process cancellations and related refunds (limited basis).
  • Assist with all Young Practitioner events, as required.
  • Schedule program committee meetings and send calendar invites.
  • Maintain meeting minute files and to-do lists that result from the meetings.
  • Answer and direct calls.
  • Coordinate office activities.
  • Develop and maintain a filing system.
  • Maintain the ‘Conferences’ inbox and respond to emails/inquiries in a timely manner.
  • Organize files and keep records.
  • Skills in office management.
  • Other duties as assigned.
Qualifications:
  • Minimum 2 years’ experience in an administrative role or event experience.
  • Graduation from a recognized educational institution at a minimum equivalent to Ontario Secondary School.
  • Familiarity with office equipment.
  • Proficient with MS Office modules – Outlook, Word, PowerPoint, and Excel (proficiency with Excel and PowerPoint is critical).
  • Some technological (i.e., social media) skills required.
  • Ability to manage multiple tasks simultaneously.
  • Ability to adapt to changing technology.
  • Ability to interact easily with others at all levels.
  • Ability to work flexible hours.
  • High degree of organizational skills.
  • High degree of attention to detail.
  • High energy and creativity.
  • Team player.
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