Administrative Assistant

3 weeks ago

Montréal QC, Canada Weizmann Canada Full time

**LOCATION**: Montreal
**HOURS**: Full time (hybrid office)

Weizmann Canada is currently seeking a full-time **Administrative Assistant **to join our dynamic and high performing team, based in Montreal. As our team continues to grow, we need an individual who is donor centered, detail-oriented, discreet, and possesses the ability to handle confidential information with the utmost professionalism. In this role, you will be an ambassador to the organization, reporting to the Executive Administrator, and help provide essential support to the broader team.

**KEY RESPONSIBILITIES INCLUDE**:

- Work closely with the Executive Administrator to enable smooth workflow in all three offices across Canada (Montreal, Toronto, Vancouver) through general administrative support;
- Provide calendar Management for the leadership team, prioritizing inquiries and requests and resolving scheduling conflicts;
- Executive travel booking (hotel, air, ground transport etc) along with itinerary management;
- Assisting with event-related logistics such a scientist visit and travel;
- Provide donor relations support including maintaining up-to-date records in the organization’s database;
- Coordinate various donor recognitions such as birthdays, anniversaries and special tributes;
- Understand and ensure technology is functioning well for the team and serve as a liaison with our external IT support team;
- Various ad-hoc office duties and tasks as needed.

**COMPETENCIES**:
**_ Integrity_**
- Demonstrates professionalism in demeanor, communication, and work ethic, reflecting the organization’s values and principles;
- Acts as a role model for ethical behavior, inspiring trust and confidence among team members and peers;
- Shows respect for donors, clients, and stakeholders;
- Is accountable, taking responsibility for actions and decisions.

**_ Initiative_**
- Takes ownership of assigned projects, ensuring timelines are met, resources are effectively utilized, and project goals are achieved;
- A natural problem solver that demonstrates the ability to identify and address challenges independently;
- Takes action and responsibility to complete what is necessary in the absence of specific direction;
- Takes the lead in acquiring new skills or knowledge through self-directed learning or training programs, contributing to personal and professional growth.

**_ Communication_**
- Effectively conveys information, ideas, and instructions verbally in a clear and concise manner;
- Demonstrates active listening skills and the ability to articulate thoughts confidently;
- Encourages open communication and contributes constructively to group discussions;
- Demonstrates sensitivity and adaptability when communicating with individuals from diverse backgrounds and cultures, promoting inclusivity and understanding;

**_ Collaboration_**
- Demonstrates a strong ability to work collaboratively within the team, contributing positively to team dynamics, achieving common goals;
- Promotes a positive and productive work environment;
- Works seamlessly across different functions to leverage diverse perspectives, share knowledge, and drive integrated solutions;
- Shares expertise, resources, and best practices with colleagues, contributing to a culture of continuous learning and improvement.

**_ Critical Thinking_**
- Exhibits sound judgment and decision-making abilities by evaluating available information, considering various perspectives, and making timely and well-informed decisions that align with organizational objectives;
- Contributes to strategic planning initiatives by providing critical insights and recommendations based on thorough analysis.

**REQUIREMENTS**:

- Strong written and oral communication skills in English, bilingualism an asset
- Undergraduate degree or equivalent certification
- 3+ years of experience in an administrative role
- Proficient in MS Office Suite and Outlook
- Ability to quickly learn various data base platforms

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