Administrative Assistant Level Ii

6 months ago

Toronto, Canada Board Of Governors of Exhibition Place Full time

**About Us**:
Exhibition Place is Canada’s largest entertainment venue, attracting over 5.5 million visitors a year. The 192-acre site is an integral component of Toronto and Ontario’s economy, particularly with respect to conventions, sport, festivals, recreation, culture and tourism. Located at Exhibition Place is the award-winning Enercare Centre, Canada’s largest exhibition and convention centre which is now LEED Platinum certified, and Beanfield Centre conference venue which is LEED Silver certified. Since 2004, Exhibition Place has undertaken an environmental stewardship initiative, entitled GREENSmart; which includes the promotion of sustainable development, environmental initiatives and leading edge green technologies and practices across the site. Our environmental initiatives have resulted in award winning recognition across North America, such as the Platinum Waste Minimization Award from the Recycling Council of Canada and have established Exhibition Place as a world leader in energy-efficient technologies.

We offer a competitive salary, performance incentives, and a comprehensive rewards package. Enjoy OMERS participation - a defined benefit pension plan, employer-paid health & dental, extended healthcare, and professional development.

**What can I expect to do in this role?**

Reporting to the Director, Operations & Facility Services, the Administrative Assistant Level II provides administrative support to the Director and the division.
- Prepare/draft internal memos, reports and general correspondence to various departments.
- Maintain the documentation Management Program for Operations & Facility Services
- Coordinate and execute all details related to meetings and if required, record minutes and follow-up issues.
- Acting as a central point, initiate all purchases for operations & facility teams including carpentry, plumbing, HVAC, and Fleet Maintenance.
- In collaboration with Accounts Payable, reconcile all vendor invoices as it relates to the department.
- Provide input to Purchasing Department in development of blanket PO requirements.
- Provide input to Payroll Team in regard to time & attendance, and collective agreement rules.
- Identify cost saving opportunities relating to operational purchasing and payroll matters.
- Act as a backup for CMMS Analyst in planning work orders and utilization of maintenance software (Asset Essential).
- Handle inquiries and requests for information from all levels of staff and external parties related to the division.
- Assist in the preparation of the budget administration, providing up-dates of budget expenditures, maintain and verify division records and provide related support.
- Administer Exhibition Place Fleet Inventory life cycle management tracking with city of Toronto.
- Act as the Super-User for Event Management Software (Momentus) for Operations & Facility Services.
- Monitor vehicle daily inspection logbooks and provide monthly reports.
- Perform other duties as assigned.

**How do I qualify?**
- Several years’ experience performing administrative duties to senior management.
- Experience utilizing software packages (word processing, spreadsheets, databases and electronic mail).
- Experience working with basic accounting principles and practices.
- Excellent interpersonal skills with the ability to communicate effectively both verbally and written.
- Reliable and punctual.
- Good organizational skills including the ability to prioritize and meet strict deadlines with attention to detail.
- Demonstrated ability to handle confidential documents and reports.
- Proven customer service skills.
- Post-secondary education pertinent to the job function an asset.

**Application Process**:
**Diversity, Equity, and Inclusion**:
Exhibition Place is committed to fostering an inclusive, accessible environment where all employees and members of the public feel valued, respected, and supported. We are dedicated to building a workforce that reflects the diversity of the public and the communities in which we live and serve.

**Accommodation**:

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