Administrative Assistant
6 months ago
Why you’ll love working here:
- high-performance, people-focused culture- our commitment that equity, diversity, and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves- learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth- membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security- competitive, 100% company-paid extended health and dental benefits for permanent employees, including coverage supporting our team's diversity and mental health (e.g., gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year, and newly extended maternity/parental leave top of 26 weeks)- optional post-retirement health and dental benefits subsidized at 50%- yoga classes, meditation workshops, nutritional consultations, and wellness seminars- access to an annual wellness reimbursement program for health and wellness-related expenses for permanent and temporary employees- the opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers
The Administrative Assistant is responsible for providing administrative support to the HOOPP Infrastructure Team (Investment Management) in the delivery and execution of key activities and initiatives.
Responsibilities include schedule maintenance, coordination of meetings and events, travel arrangements, attendance record keeping, invoice / expense reporting, maintaining files and other general administrative tasks as assigned.
What you will do:
Coordinate day-to-day administration, support and scheduling for the HOOPP Infrastructure team:
- Maintains daily calendar and schedule of the Head of Global Infrastructure
- Aids in calendar coordination for the Managing Directors and meeting coordination for the team
- Manages the team shared calendar to ensure awareness of team travel and time-off
- Interacts with all levels of staff within the organization to expedite action
- Responds to inquiries, internally and externally, ensuring appropriate actions, dissemination of information and follow up as necessary
- Coordinates and books travel arrangements (flights, accommodations, related tax/Visa forms, etc.)
- Prepares and files team expense claims in a timely manner
- Processes corporate-related invoices with the Accounts Payable team
- Organizes and coordinates special events or meetings (e.g. onsite investor Board meetings, team events) including meeting logistics, catering arrangements, ensuring technical equipment setup, etc.
- Coordinates onsite visitor logistics including arranging for meeting rooms, guest registration, and catering needs
- Arranges for team subscriptions and memberships
- Assists in onboarding of new employees (completing forms for tech and desk setups, access to appropriate drives, addition to distribution lists)
What you bring:
- University or college education or equivalent
- 3 - 5 years administrative support experience in a corporate business environment
- Strong verbal and written communication skills
- Attention to detail/accuracy, commitment to thoroughness and timeliness
- Proficiency in corporate software (Outlook, Word, Excel, PowerPoint, Adobe Acrobat Pro) and video conferences (Teams meetings, Zoom)
- Strong prioritizing and organizational abilities (demonstrated experience in multi-tasking and co-ordination, with an ability to manage multiple assignments, priorities and deadlines)
- Collaborative and a strong team player with “can do” attitude
- High level of professionalism and ability to work in an environment where a high level of confidentiality, tact, accuracy, quality and time sensitivity is essential
- Ability to work independently with minimum supervision
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