Administrative Assistant
3 months ago
**Key Responsibilities**:
Duties include, but are not limited to:
**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
- Post corporate documents to company intranet
- Set up projects in accounting and project information management systems
- Perform digital filing, scanning and archiving
- Monthly credit card and travel spend reconciliations
- Track annual sponsorships and conference attendance
- Monthly corporate budget report production and updating
- Maintain and update 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
**Insurance**:
- Administer internal employee insurance education program
- Provide insurance certificate production and tracking system back-up/vacation relief to Corporate Coordinator
**Meeting Management**:
- Assist with the preparation of meetings & conferences
**Legal and Risk Management**:
- Assist with liability claims administration, including file creation in Newforma
- Ongoing copyright compliance processing and monitoring
**Professional Qualifications**:
**Experience**:
- 3 - 5 years’ experience in a busy, professional services environment
**Skills**:
- Advanced knowledge of MS Office suite (Word, Excel, Access, Outlook) and Adobe software. Familiarity with Newforma and MS Dynamics an asset
- Excellent verbal and written communication skills
- Able to interact professionally with all levels of business personnel and build strong working relationships
- Pragmatic multitasker and able to see the big picture
- Versatile, quick and responsive
- Positive and attitude and eye for detail
- Strong organizational skills
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