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Administrative Assistant

4 weeks ago

Etobicoke, Canada Ontario General Contractors Association Full time

All positions will be “Member Centric” and focus on being reactive to member inquiries, but will also require staff to be proactive via member outreach to request input from members on how to better meet their needs.

The Administrative Assistant will report directly to the Operations and Engagement Manager and be responsible for the day-to-day administrative support of the entire OGCA team. At the direction of the Operations and Engagement Manager these supports include, but are not limited to, such areas as meeting correspondence and reporting, meeting arrangements/scheduling, time management, information maintenance and general office support.

**Administrative Component**
- Act as the primary contact for the association and maintain the overall flow of incoming and outgoing inquires to the association to the respective individuals
- Make all necessary arrangements for meetings including the preparation of agendas, acquiring of meeting rooms, audio-visual or other equipment if required, and issuing meeting notices and meeting packages.
- Acting as the main liaison for the Association Management System (AMS) and assist members in their profiles
- Creation of new company profiles, password access, dashboard editing and the overall review of the program to ensure it is working for the intended purpose
- Managing and preparing all expense filing for the President and Operations and Engagement Manager
- Follow up and act as a liaison with various individuals both internally and externally, at all levels of the organization
- Other administrative support as the need arises
- Assist with special projects as the need arises
- Reaching out to references for validation
- Ensuring communication to all Board of Directors for approval
- Sending Welcome Page to new approved members
- Manage OGCA and APP membership renewals

**Board and Committee Component**
- Works closely with Operations and Engagement Manager and the President to create Executive, Board and Committee agendas and prepare Board packages in advance of the scheduled meetings
- Act as recording secretary for all OGCA Meetings or assign the role appropriately
- Verifies the accuracy of the minutes internally with the Operations and Engagement Manager and the President, or other designated staff, prior to distribution
- Prepare required correspondence for all meetings
- Ensures that all relevant and necessary meeting documentation is sent: notice; registrations; agendas; minutes; etc

**Staff Component**
- Liaisons and collaborates with OGCA staff supporting administrative tasks such as outward facing communications, mailings, virtual webinars, administration and execution support.
- Fosters the potential of a smaller team to provide a multiplier effect on all Association initiatives and events
- Openly participates and contributes willingly sharing ideas during bi-weekly staff meetings or ad hoc meetings as required

**Event Component**
- Works in conjunction with all OGCA staff to ensure that events are properly staffed and represented and may be asked to perform specific tasks, pursuant to the event in question
- Works collaboratively to ensure the events overall success and positive member experience
- Events include:

- OGCA Member Appreciation Luncheon
- Women in Construction Gala Event
- OGCA Construction Symposium (Bi-annual)
- Annual Golf Tournament
- Annual General Meeting
- OGCA Leaders in Safety Awards
- OGCA Builders Awards
- Strategic Planning (Once every 3 years)
- Advocacy Day
- Any other event created or introduced by the President and/or Board of Directors

**Documents and Seals**
- Main point of contact to purchase all CCDC Documents and Seals sold by the OGCA
- Process and mail out all orders received through the OGCA store

**Qualifications / Skills and Other Requirements**:

- Must possess and maintain a valid G driver’s license and have access to a usable vehicle
- Possesses a professional demeanour, business acuity and networking skills
- Proven experience in an administrative role
- Strong digital literacy (Excel, Word, PowerPoint, Outlook, Adobe Acrobat)
- Excellent interpersonal and communication skills (written and verbal)
- Ability to demonstrate initiative and work proactively in a highly organized manner where attention to detail, accuracy, discretion and confidentiality are critical
- Adaptable and flexible
- Ability to work effectively as part of a team
- Possesses excellent time management skills and ability to prioritize workload
- Possesses the ability to collaborate with several teams at once and in managing multiple initiatives simultaneously
- Openly shares their ideas with the entire staff
- Ability to work evenings and weekends, including overnight travel, as required for select events

The OGCA celebrates diversity and is proud to be an equal opportunity employer. We are committed to an inclusive environment for all employees and will make all employment-related decisions without discrimination because of rac