Administrative Assistant

The Travel Industry Council of Ontario (TICO) is Ontario’s Travel Regulator, a non-profit organization mandated by the Ontario government to administer and enforce the Travel Industry Act, 2002, regulating travel retailers and wholesalers in Ontario.

TICO currently has a full-time position available for an Administrative Assistant. In this role, the individual would perform various administrative and clerical tasks to support the day-to-day office operations, aiding management, and other staff to ensure effective and efficient functioning. Additionally, the Administrative Assistant provides assistance and information to stakeholders, consistently representing TICO in a professional manner, whether in telephone conversations, face-to-face interactions, or written communication.

Job purpose

The Administrative Assistant performs a variety of administrative and clerical tasks to support the day-to-day operation of the office and supports the work of management and other staff to ensure effective and efficient operations. The Administrative Assistant also provides assistance and information to stakeholders while always representing TICO in a professional manner, whether on the telephone, face to face or in written communication.

Key Competencies

The individual must be a self-motivated individual with great interpersonal skills and will also possess:
Communications - Excellent communication skills, both written and verbal. The ability to convey information clearly, effectively and in a professional manner.

Service Excellence - Ability to identify and understand stakeholder issues and be responsive in a timely and professional manner by providing information and/or solutions to stakeholders’ issues or concerns.

Teamwork - Ability to work collaboratively in a respectful and considerate manner that supports a cohesive and positive work environment consistent with the values of the organization.

Accountability: Ability to work efficiently and effectively by achieving deliverables within established time frames by adhering to procedures and by being responsible for one’s actions.

Innovation - Demonstrates a proactive approach to recommend and/or embrace new ideas, methods or solutions for progress and advancement of the organization.

Functional Expertise - embodies the required knowledge and experience to successfully perform and achieve objectives in an efficient and professional manner.

Duties and responsibilities

Reception / Customer Service
- Provide Reception coverage and assume reception duties as required while attending office or while using the virtual reception service:

- Greeting and assist stakeholders that attend TICO’s offices and provide as necessary guidance and /or referral to appropriate person / department;
- Answer telephone calls and assist callers with any questions and/or re-direct calls to the appropriate person/department;
- Sort and distribute incoming mail and courier deliveries;
- Scan all correspondence, files and other records, such as invoices into the Document Management System (DMS);
- Assist with preparations of mailings and arrangements for courier service;
- Maintain sufficient postage in postage machine;
- Order catering and assist with set-up/clean-up for all meetings;
- Maintain statistics on calls and walk-ins at reception on a daily basis;
- Post information on TICO website as needed;
- Reconcile and prepare office petty cash report for accountant;
- Maintain and update Reception binder, as required;
- Other miscellaneous administrative and clerical duties as required;
Other Miscellaneous
- Provide support and/or coverage in other department areas based on experience and cross-training.
- Complete special projects, as required.

Office Supplies
- Maintain and order office supplies such as but not limited to copy paper, letterhead, envelopes and copier and printer toners to ensure ongoing efficiency of the TICO Team.
- Maintain and order kitchen supplies such as but not limited to cleaning supplies, milk, cream, coffee, tea, juice and soft drinks.
- Assist with other miscellaneous purchases as required.

Files in Storage / Archives / DMS
- Assist with the maintenance of the DMS system by scanning and uploading correspondence, forms, financial filings, invoices and other miscellaneous business records received at TICO;
- Co-ordinate and organize the preparation of files for destruction based on TICO’s archive policy;
- Arrange for retrieval and return of storage boxes from storage facility;
- Maintain the master log of TICO files in storage.

Board / Committee Meetings / Special Events
- Assist management with co-ordination of meeting and special events when required.
- Assist with Board / Committee meeting set-up and clean-up.
- Arrange and order catering and assist with set-up of catering and refreshments for all meetings and special events.
- Provide assistance with planning and preparation of AGM and other events as required.
- Other duties as required.