Administrative Assistant
2 weeks ago
**OVERALL ACCOUNTABILITY**:
**SPECIFIC ACCOUNTABILITIES**:
**Executive Assistant Support**
- Ability to handle highly confidential and sensitive information
- Provide administrative support to the Executive Committee including calendar management and scheduling, travel requirements, report preparation, expense reports completion, and conferences and speaking engagement arrangements
- Prepare and maintain annual Executive Committee Calendar
- Complete internal and external correspondence as directed
- Compose, edit, proofread and produce word processing documents including letters, reports, business plans and other miscellaneous correspondence
- Take minutes at meetings and distribute as appropriate
- Coordinate meetings such as strategic planning sessions and operational meetings as well as executive meetings with third parties
- Ability to be flexible with timing of support while working across multiple time zones
**Corporate Administration**
- Update/format correspondence in accordance with brand standards and established filing protocol
- Process, track and renew the firm’s numerous professional subscriptions and association memberships
- Monthly updating of staffing lists and travel profiles
- Complete and process new vendor/subcontractor documents
- Perform digital filing, scanning and archiving
- Monthly credit card and travel spend reconciliations
- Update and prepare annual schedules and assign tasks in Outlook
- Track annual sponsorships and conference attendance
- Monthly corporate budget report production and updating
- Maintain and updated company wide equipment inventory
- Ongoing review and monitoring of shared documents on Intranet and Internal Network
- Coordinate and track all charitable donations and sponsorships
- Other administrative support to the Corporate Programs Manager as required
**Education & Experience**
- Degree or Diploma in Administration, Communications, or related field
- Minimum of ten (3-5) years of experience in professional services/corporate environment
- Experience working with Executive Officers, Senior Management, and other leadership members in a corporate environment
- Advanced technical proficiency with Microsoft Office Suite (e.g. Excel, Word, Visio, PowerPoint, Outlook)
- Experience with Microsoft Dynamics CRM, Concur and Newforma is an asset
**Competencies & Attributes**
- Must have an innate sense of responsibility, integrity and judgment with respect to handling confidential information at the highest level
- Exude exemplary level of professionalism, presence and work ethic
- Ability to work in a constant changing and a fast-paced environment
- Ability to approach work in a collaborative manner, with a positive outlook, taking into account dependencies of components being worked on by other members; skilled at navigating competing and multiple projects/priorities to conclusion on time
- Outstanding interpersonal skills are required, in order to provide effective administrative support at an executive level
**Rewards & Benefits**:
Here are a few reasons why others have joined our team:
- An inspiring workplace that supports its people and recognizes great work
- Stimulating, challenging projects and development opportunities to help you grow your skills and career
- An employee owned organization providing greater opportunity
- A comprehensive financial rewards program that recognizes your success
- An extensive and generous benefits package
- A $1000 health care spending account
**Experience**: Preferred
- 3 year(s): Administrative Assistant
**Skills**: Preferred
- Planning & Organization
- Microsoft Word
- Microsoft Excel
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