Automotive & Mobility Team Coordinator

3 weeks ago

Toronto, Ontario, Canada Ontario Centres of Excellence Full time

Position Summary

Reporting to the Assistant Vice President, OVIN, the Automotive and Mobility Team Coordinator is responsible for providing administrative and project support to the team coordinating business activities to help maximize team efficiencies. A disciplined organizer, the Automotive and Mobility Team Coordinator performs a wide variety of administrative support services, ranging from complex to routine, all of which contribute to the efficient and professional operation of the team; taking ownership and accountability for tasks and facilitating shared responsibilities to effectively support the team and providing project support to the team. Analyzes, assigns, and gathers information on key issues to facilitate decisions to be made by the team. Has accountability for the execution of administrative projects and events.

Key Responsibilities

· Provide support in the areas of meeting logistics, organizing conference calls, agendas, correspondence, presentation materials and follow-up documents for the team. Attend meetings; prepare minutes for action items and ensure completion of action items.

· Make quick accurate and timely decisions within the scope of the role, handling confidential and non-routine information with discretion.

· Provide team calendar management, proactively and independently managing calendar conflicts.

· Manage schedules, including arranging meeting/conference calls and logistical setup, including AV set-up.

· Review and track emails by screening, prioritizing, and flagging. Deal with internal and external stakeholders at all levels and acts as the first point of contact for general inquiries for the Business Unit.

· Independently respond to client inquiries and escalate complex client inquiries to appropriate parties based on knowledge of practice/structure and work process.

· Participate on special projects by assisting business unit leadership with planning and follow-up for all special initiatives undertaken by the team.

· Organize team activities and events to support a culture of team building and making connections

· Create and edit presentations for meetings, speaking engagements, and training sessions. Prepare and analyze plans, reports, etc.

· Support travel arrangements for the team, using judgment to ensure travel arrangements are appropriate to the needs of the business traveler(s), complying with corporate travel policies.

· Organize and maintain correspondence and documentation of files and projects.

· Make quick, accurate and timely decisions within the scope of the position, handling confidential and non-routine information with discretion.

· Track and follow up on incoming and outgoing correspondence and reference documents for various projects.

· Manage computer based files, maintaining filing system in both electronic and hard copy where required.

· Edit and occasionally create PowerPoint presentations, Excel spreadsheets and Word reports, routine letters and memorandums. Prepare confidential company, employee and project-sensitive information, as well as word ensuring all documents are accurate and timely.

· Provide support to the team in budget monitoring, collecting invoices and expense reconciliation.

· Participate in the Administrative Team activities developing common procedures, coordinating activities, etc. Occasionally, may provide backup support to the corporate admin team including receptionist relief as required and providing support to the Executive Assistant to the President & CEO as required.

· Distribute HR related information to employees, collects predetermined information for HR (e.g. employee covenants, time off requests, annual performance reviews, etc.).

· Gather, analyze and synthesize data from the OCI Management Information Systems (MIS) and from internal and external participants to help inform team and allocation of resources.

· Manage and track funding opportunities and contracts for internal team reference, Executive Team quarterly reports, and Board of Directors Funding Opportunities deck.

· Compile data to support monthly and quarterly metrics reporting.

· Provide Secretariat support for the program committees: manage expenses, schedule meetings and take minutes.

· Manage and input CRM engagements.

· May be required to perform other related duties as assigned.

Skills and Competencies

· Formal, specialized education.

· Minimum of 3 years of related experience in an administrative capacity.

· Excellent working knowledge of MSOffice (including Word, Excel, PowerPoint and Outlook).

· Proficiency with databases, web searches, with the ability to learn new software applications.

· Experience working directly with boards/councils is an asset.

· Ability to anticipate issues and pre-empt potential problems.

· Ability to plan, organize workload, establish priorities and work with minimum supervision.

· Ability to work under pressure in a fast-paced environment.

· Highly effective communication skills.

· Discretion and sensitivity in dealing with confidential information.

· Demonstrates initiative, flexibility, and professionalism.

· Occasional events to attend outside of normal business hours.

OCI is committed to creating a diverse and equitable environment and is proud to be an equal opportunity employer. OCI welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

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