Administrative Assistant

Our client is a well known company in the construction industry and is looking for a self-motivated, well organized Administrative Assistant. This is an exciting opportunity for someone who is enthusiastic, a multi-tasker and has a can-do attitude.

Key Competencies for this position include:

- Customer service oriented
- Detail Oriented
- Ability to meet tight deadlines
- Strong organizational skills
- Ability to switch gears at a moment's notice, a multi-tasker
- Ability to complete complex tasks assigned quickly with limited guidance
- React with appropriate urgency to situations that require a quick turnaround
- Ability to exercise a high level of discretion and diplomacy handling confidential information
- Demonstrate professionalism in dealing with senior professionals

General Role & Responsibilities:
Administrative Support
- Provides administrative support to the President & CEO
- Provides support to the Vice President, Operations coordinating and assisting with various ongoing special projects
- Handles all aspects of coordinating, scheduling and managing the President & CEO’ calendar (internal / external meetings)
- Plans, organizes and executes events and special projects as required
- Coordinates meetings, teleconferences, virtual meetings
- Acts as the Committee Coordinator for the organization’s Board of Directors meetings as well as some of the organization’s other Committees. Responsibilities include: minute taking, room booking, room set up, material preparation and distribution, catering requirements and other duties as required
- Assists the President & CEO with the planning of organization’s Annual Members Day, more specifically dealing with all aspects of securing the keynote speaker as well as organizing the industry forum (handling all logistics required for each of the speakers (room set up, A/V requirements etc.)
- Ensures that organization’s database of member records is up to date
- Ensures that members / Stakeholders making inquiries to the President & CEO’s office receive follow-up to their inquires in a timely manner
- When required, obtains signatures from the President & CEO and organization’s Board members on various confidential documents while always maintaining a high level of confidentiality as it relates to any sensitive materials
- Assists with expense reconciliation and co-ordination of travel arrangements for the President & CEO
- Coordinates and schedules external Audit in preparation for organization’s Annual General Meeting
- Responsible for planning, organizing and executing organization’s Annual General Meeting & Best of the Best Awards

Human Resource Support
- Liaise with third party HR service provider.
- Record keeping of HR related files
- Performing administrative responsibilities related to HR.

Reception
- Receive, inform, assists members
- Responsible for maintenance / service calls and upkeep of the front office, reception
- Responsible for handling incoming and outgoing calls
- Manage incoming and outgoing mail on a daily basis / daily couriers
- Processing/selling and filling document orders (face-to-face and online)
- Daily recording of cheques

Communication and Interpersonal Skills:

- Excellent oral, written and interpersonal skills
- Ability to multitask
- Responds to inquiries and maintains effective relationships with all of organization’s members and stakeholders at large
- Strong customer service skills; interacts well with internal and external parties
- Handle requests with a high degree of discretion, tact, and diplomacy
- Ability to write, edit, review, proofread and provide changes to correspondence, reports and presentations on behalf of the President & CEO
- Excellent planning, organizational and coordination skills
- Ability to work well under pressure in order to determine priorities
- Ability to respond effectively to changing workload demands and conflicting deadlines in a fast-paced environment
- Demonstrated ability to work effectively both independently and in a team environment, taking initiative and exercising sound judgment

Technology Skills
- Proficient in Microsoft Office, Word, Excel, PowerPoint
- Experience with CRM System
- Minimum of one year experience in administrative support role

Minimum Qualifications:

- College diploma

**Salary**: $60,000.00-$65,000.00 per year

**Benefits**:

- Extended health care

Schedule:

- Day shift

Ability to commute/relocate:

- Richmond Hill, ON: reliably commute or plan to relocate before starting work (preferred)