Business Operations Coordinator

2 months ago

Québec, Quebec, Canada ROME GROUP Full time
About the Role

Rome Group is seeking a highly skilled and experienced Business Office Administrator to join our team. As a key member of our organization, you will play a crucial role in supporting our success by working closely with our CEO to manage key administrative functions.

Key Responsibilities
  • Human Resources Support: Assist with HR functions, including recruiting, writing job advertisements, posting on job boards, conducting phone screens, scheduling interviews, coordinating employee onboarding, tracking annual evaluations, and maintaining personnel records.
  • Executive Support: Provide administrative support to the CEO, including managing calendar appointments, coordinating and scheduling community meetings via Outlook, taking minutes, communicating with stakeholders, and developing and distributing supporting materials.
  • Board Meeting Preparation: Prepare materials for Board meetings, set up meeting spaces, create PowerPoint presentations, develop Board Orientation materials, and take and distribute meeting minutes.
  • Document Creation and Review: Draft reports, emails, memos, letters, spreadsheets, and presentations. Review and proofread materials, providing recommendations for revisions when necessary.
  • Meeting Coordination: Schedule and prepare agendas and materials for leadership team and board meetings. Take notes, follow up on action items, and create or update PowerPoint decks as needed.
  • Event Planning: Coordinate and plan monthly agency-wide team-building activities, staff meetings, and annual events.
  • Financial Administration: Create and manage timesheets and expense reports using Excel.
  • Office Management: Handle day-to-day office tasks, including answering and directing phone calls, sorting and distributing mail, maintaining office inventory, and ordering supplies as needed.
  • Event Catering and Vendor Management: Arrange catering for meetings and events. Coordinate with external vendors for out-of-office events and meetings.
  • Additional Responsibilities: Perform other duties as assigned.
Requirements
  • Education: A bachelor's degree in business administration, Human Resources, or a related field is preferred. Equivalent years of relevant experience will be considered in lieu of a degree.
  • Experience: A minimum of 3 years of administrative experience in office management, administration, or a related role is required. This is not an entry-level position; Rome Group seeks a seasoned administrative professional with demonstrated expertise. Strong organizational, computer, and clerical skills are essential.
  • Technical Skills: 4+ years of experience with Microsoft Office, including advanced proficiency in Microsoft Excel. Experience with Adobe and DocuSign is also required, particularly in the development and management of tracking spreadsheets and fillable forms.
  • Customer Service: Strong customer service orientation with the ability to interact professionally with diverse stakeholders.
  • Communication: Excellent written and verbal communication skills, with a high level of professionalism and the ability to handle confidential information appropriately.
  • Work Ethic: The ideal candidate is a dependable self-starter who proactively anticipates issues and needs, takes appropriate action, solves problems effectively, and consistently meets deadlines.

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