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Event Planner

3 months ago

Tillsonburg Ontario MG, City of Toronto, Canada Community Living Tillsonburg Full time

Job Overview

The Administrative Assistant will play a crucial role in the day-to-day operations of the office, with a special focus on assisting with internal and external communications, media and social media communication, newsletter creation, promotional document preparation, marketing and webpage updates, event planning and support, and reception duties. This role requires a highly organized and proactive individual with excellent communication and multitasking skills. This job description outlines a comprehensive set of responsibilities to ensure the administrative assistant supports a wide range of functions effectively, contributing to the smooth operation and communication within the company.

Responsibilities

Communications
  • Handle internal communications, ensuring timely dissemination of information.
  • Draft, edit, and distribute internal memos and announcements.
  • Manage company email accounts and respond to inquiries promptly.
Media Communication
  • Assist in drafting and distributing press releases.
  • Coordinate with media contacts and manage media inquiries.
  • Help prepare and distribute media kits.
  • Develop and execute social media strategies, create and share engaging content, optimize company pages, moderate user-generated content, analyze social data, and collaborate with other departments to manage reputation and coordinate actions.
Newsletter Creation
  • Write, design, and distribute the company newsletter.
  • Collect and curate content for the newsletter from various departments.
  • Monitor and analyze newsletter engagement metrics.
Promotional Documents
  • Create and design promotional materials such as brochures, flyers, and presentations.
  • Ensure all promotional documents are up-to-date and aligned with the company’s branding.
  • Collaborate with the marketing team to develop promotional campaigns.
Marketing and Webpage Updates
  • Regularly update content on the company’s website.
  • Coordinate with the IT and marketing teams to implement new features and improvements.
  • Ensure the website content is current, accurate, and engaging.
Document Development
  • Grant writing and development.
  • Document design, development, notetaking as needed, and storage.
Event Support and Planning
  • Assist in planning and organizing company events, including meetings, conferences, fundraising opportunities, and social events.
  • Coordinate logistics, including venue booking, catering, and transportation.
  • Manage event registration and attendee communication.
  • Provide on-site support during events to ensure they run smoothly.
Reception Duties
  • Greet and welcome visitors in a professional and friendly manner.
  • Answer and direct phone calls, taking messages as necessary.
  • Manage incoming and outgoing mail and packages.
  • Maintain a clean and organized reception area.

Qualifications

  • An understanding of the developmental services (DS) system in Ontario will be an asset.
  • Proven experience as an administrative assistant in a relevant administrative role.
  • Exemplary computer skills: strong proficiency in databases, web research, and MS Office (Word, Excel, PowerPoint).
  • Familiarity with multi-media software such as Canva, Adobe InDesign, Photoshop, WordPress, Constant Contact, or other similar programs.
  • Experience with design software (e.g., Adobe Creative Suite) is a plus.
  • Demonstrated quality written, verbal, interpersonal, communication skills.
  • Demonstrated knowledge and proficiency with communications technologies.
  • Impeccable writing and editing abilities.
  • Strong familiarity with social media platforms and marketing.
  • Familiarity with office equipment and basic IT troubleshooting.
  • Strong organizational and multitasking abilities.
  • Basic knowledge of HTML/CSS for website updates is preferred.
  • Grant writing, graphic design, and event planning experience is desirable.
  • Ability to work independently and as part of a team.

Personal Attributes

  • Highly organized and detail-oriented.
  • Creative and proactive problem-solver.
  • Friendly and approachable demeanor.
  • Strong sense of responsibility and professionalism.
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