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Administrative Assistant, Office

7 months ago

Toronto, Canada Canadian National Exhibition Full time

Canadian National Exhibition Association - Toronto, Ontario
**Position**: Full-Time;
**About Us**:
The Canadian National Exhibition (CNE), or The EX as it is also known, is Canada’s largest community event and one of the top five agricultural fairs in North America. Taking place over the 18 days leading up to and including Labour Day Monday, the CNE offers a wide variety of interactive entertainment experiences. Attractions may include concerts, celebrity chef demonstrations, an acrobatic and ice skating show, midway rides and games, a farm, exhibits, food, shopping, and a three-day Air Show. Founded in 1879, the CNE is a cherished tradition for the people of Toronto and surrounding communities and attracts approximately 1.5 million visitors annually.

**Primary Role**:
The Administrative Assistant, Office & Events’ primary focus will be to perform a wide variety of administrative and event hosting duties in support of the HR & Business objectives of the organization. This individual will be the face of the organization and will occupy a hybrid receptionist/event administration position.

**Major Responsibilities**:
Reception & Administration
- Provide front of house contact for all visitors. Welcome visitors by greeting them, in person or on the telephone, answering or referring inquiries in a professional manner to appropriate personnel.
- Handle inquiries and requests for information from the general public regarding shows, events and other related items and direct individuals as appropriate.
- Obtain, sort and distribute internal and external mail and incoming facsimiles.
- Call, arrange and prepare documentation for courier services.
- Maintain the general filing system and file all correspondence.
- Responsible for overseeing board room requests and maintaining the meeting room schedules.
- Coordinate meetings, lunches or other special requirements as required.
- Ensure the office, kitchen and meeting rooms are tidy and clean.
- Maintain and manage an adequate inventory of office supplies.
- Monitor the use of kitchen and office supplies, equipment and coordinate the repair and maintenance of office equipment.
- Assist with the Hotel Bookings for CNE departments, monitor usage and track for billing purposes.
- Assist the Director of HR and Withrow Common Gallery in managing the budget by preparing monthly financial reports, identifying any discrepancies, and managing the reconciliation of credit card transactions.
- Ensure office vendors are paid in a timely fashion and save all payment related information for budget tracking purposes.
- Monitor the CNE Info & Withrow Common Info mailboxes.
- Perform other duties as assigned.

Event Administration
- Assist with the set up and planning for internal and external events.
- Greet guests, visitors and clients and create a welcoming atmosphere.
- Ensure that guests have the required resources for their event.
- Assist with paperwork, point of sales transactions and other administrative tasks. associated with art sales/event space bookings.
- Assist with pre
- and post-event clean up and general maintenance of event space.

**What You Bring to the Team**:

- Education or experience in a field relating to administration would be considered an asset.
- Strong communication skills - both written and verbal.
- Confident with technology: computers, printers, mail machines etc.
- Proficient in Microsoft Office Suite & Outlook.
- Smart Serve certified or willing to pursue certification.
- Pleasant demeanor & customer-service mindset.
- Strong attention to detail.
- Passion for entertainment & events would be considered an asset.
- Available to work evenings and weekends which is frequently required of this role.

**What We Offer**:

- Fun and collaborative work environment
- Creative space to develop ideas
- Meeting topics include Fair food, Entertainment, Thrill Rides and more

Invitation to Apply