Administrative Assistant

2 weeks ago

Toronto, Canada Healthcare of Ontario Pension Plan (HOOPP) Full time

Why you’ll love working here:
- high-performance, people-focused culture- our commitment that equity, diversity, and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves- learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth- membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security- competitive, 100% company-paid extended health and dental benefits for permanent employees, including coverage supporting our team's diversity and mental health (e.g., gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year, and newly extended maternity/parental leave top of 26 weeks)- optional post-retirement health and dental benefits subsidized at 50%- yoga classes, meditation workshops, nutritional consultations, and wellness seminars- access to an annual wellness reimbursement program for health and wellness-related expenses for permanent and temporary employees- the opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers

Job Summary:
The Administrative Assistant reports to the VP, Marketing & Communications, and supports the Marketing and Communications (M&C) and Public Affairs (PA) groups within HOOPP’s Corporate Operations and Strategy (COS) division. This individual is primarily responsible for general administration, billing and vendor management, team events/activities coordination, printing and production, event/meeting logistics, and staff travel arrangements.

A proactive approach, strong written, verbal and interpersonal skills, proven organization skills and attention to detail are requirements for success in this role.

What you will do:

- Assist the VP, Marketing & Communications and VP, Public Affairs with calendar management and event/meeting organization, scheduling and other logistics, as needed.
- Maintain confidentiality when managing executive calendars and sensitive materials.
- Assist the M&C and PA leaders and teams with billing, expense reporting, meeting materials, team event coordination and other logistics.
- Coordinate subscriptions, memberships, conference registrations, and staff travel arrangements.
- As the main point of contact for the finance department, review and code invoices, coordinate approvals and submit to accounts payable in a timely manner.
- Prepare and process expense and reimbursement reports in adherence with HOOPP policies.
- Monitor, track and update budgets, maintain digital filing of invoices, and accurate records of all billing.
- Periodically meet with VP, Marketing & Communications and VP, Public Affairs to review budget status.
- Proactively suggest ways to manage budgets efficiently.
- Facilitate onsite meeting/event logistics including arranging for meeting rooms, guest registration and catering needs.
- Assist with onboarding new vendors and ensure all vendor assessment processes, contracts and service agreements are facilitated in a timely manner.
- Assist with onboarding new staff and facilitate related tasks and logistics.
- Monitor deadlines and progress of various HR-led initiatives and projects.
- Attend meetings for minute taking, when required, and assist with follow-up activities.
- Assist with coordination of special events and team activities.
- Assist teams within M&C with:

- all vendor coordination related to printing, production, mailing and shipping of member
- or employee-facing materials, and branded merchandise.
- posting timely and accurate content on HOOPP’s SharePoint-based intranet.
- inventory management of member-facing materials such as member booklets, etc.
- Back-up administrative support for Project Managers and other Administrative Assistants within COS, as needed.

What you bring:

- University or college education or equivalent
- 4-5 years of proven expertise in a comparable role within a corporate business environment
- Advanced software skills including Microsoft Outlook, Word, Excel, PowerPoint, SharePoint, Teams and Zoom.
- Experience with office equipment including fax, photocopiers, teleconferencing, presentation equipment, etc.
- Attention to detail, accuracy and thoroughness
- Strong organization and project management skills
- Strong verbal and written communication skills
- Experienced in vendor, print and production coordination, and billing and filing systems
- Ability to express ideas in a clear, well-organized manner
- Strong interpersonal skills
- Client service orientation and professionalism
- Strong ability to manage and prioritize workload, and consistently meet deadlines
- Excellent interpersonal and collaboration skills to build and maintain a positive work environment
- High level of professionalism a

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