Program Assistant, Autism Business Development

2 weeks ago

Markham, Canada Kinark Child & Family Services Full time

**Job Description**:
**Job Summary**:
Reporting to the Vice President of Business Development, this Program Assistant provides administrative support and project coordination to the Business Development and fee for service activities of the Autism Program. The role requires flexibility and nimbleness with respect to the required tasks to complete given the startup phase of the initiative. The main functions of the role include general administration, specific support to the VP, Business Development and event coordination.

Kinark has introduced a benefit that gives employees in eligible roles the opportunity to work partially or fully remote if they choose to opt-in for this benefit. This role (Program Assistant) is assessed as a Roamer position requiring mínimal days in the office (3 days per week) unless business demands require.

**Duties & Responsibilities**:
General Administration
- Type and distribute general correspondence as required.
- Manage Communications Mailbox including Adobe Sign support, group documentation prep, office visits and room bookings.
- Prepare and mail marketing materials to stakeholders.
- Assist Business Development leaders as well as external colleagues with meeting set up, calendar invites and room bookings.
- Work in collaboration with Admin Team members to identify areas of quality improvement and efficiencies.

Autism Business Development Leadership Administrative Support
- Provide general Business Development Leadership Administrative Support.
- Schedule meetings for VP, Business Development and their direct reports with both internal and external stakeholders.
- Coordinate time in VP, Business Development calendar to ensure they have time to (i) prepare for meetings and (ii) prepare any required documentation for meetings.
- Responsible for liaising with internal and external stakeholders to accommodate any changes to the VP, Business Development calendar.
- Act as a first point of contact for VP, Business Development for inquiries and meeting requests including completion of Doodle-Poll or other meeting management tasks.
- Prepare materials including reports, minutes, presentations for VP, Business Development, and their direct reports, as required.
- Book travel arrangements as required for BD team or their consultants/trainers (including accommodation, flights, etc.) as required and manage registration for conferences/workshops.
- Support on an ongoing basis a Business Development Calendar of Events including Open Houses, Community/ Professional events and internal team training.
- Coordinate and management of Autism BD documents /Share Point and version control on strategic and tactical documents.
- Posts relevant information on company intranet.

Event Coordination and Management
- Organize Business Development events (internal and external).
- Research and evaluation quotes (at least 3) from vendors for external event locations taking into consideration space requirements, catering and technology elements, determine best available date for event based on availability.
- Manage registrations and RSVPs for events, including confirmations, inquiries, preparing name tags/attendance lists/meeting materials, etc.
- Liaise with administrative staff in other program offices to ensure meetings in these locations are supported and requirements are met.
- Book facilitator/presenter travel and confirming requirements for events.

Other Duties as Assigned
- Project Management skills and coordination as required.

**Qualifications**:

- Community College Diploma in a related field or equivalent work experience supporting clients.
- Sound knowledge of administrative practices.
- Experience with Microsoft Office / Computer Skills including Outlook, Word, Power Point, Excel and MS Teams.
- Setting up videoconferencing/teleconference and survey experience.
- Utilization of current IT trends, SharePoint.
- Strong communication skills with internal and external contacts.
- Time management for planning and making appointments as well as completing own tasks.
- Problem solving and stress management skills.

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