Administrative Assistant

**We are Recruiting - Administrative Assistant, with focus on Recruitment**

**Reporting**

This position reports into Human Resources.

**Location**

**The Company**

A highly respected player at an international level, International Conference Services Ltd. (ICS), is a Professional Conference Organizer in business for over 48 years that works with national and international associations, and organizations, to host conferences, events, and tradeshows. Our work is very purposeful, and we are truly “connecting people to facilitate change in the world.” With over 100 staff members working remotely across North America, Europe, and Asia, we are truly an international team, and we leverage the strengths that our diversity brings.

**Remote-First Work Environment**

Our employees truly enjoy the flexibility that remote work brings, and we work hard as a company to stay connected through weekly all-hands meetings and annual in-person get-togethers.

**The Culture**

ICS operates in a true “team” environment - trust, support, and empowerment of each other are very important to our culture. We know that we work better as a team, and we regularly celebrate our collective accomplishments. We pride ourselves on being innovative, solutions-oriented and are able to think outside the box, which keeps us all learning and growing as professionals together. We care deeply about creating exceptional experiences for our clients and pride ourselves on many long-term relationships we have cultivated.

**Role Overview**

**Job Tasks & Responsibilities**

**Administrative Support**
- Organize and facilitate the weekly online company meeting.
- Manage and organize office operations and procedures.
- Prepare and distribute internal communications, memos, and reports.
- Schedule appointments and meetings.
- Assist in the preparation of presentations, reports, and other documents.
- Assist in managing office facilities and equipment.
- Maintain HR templates and checklists current based on evolving instructions and best practices.
- Serve as a point of contact for internal and external stakeholders, providing excellent customer service.
- Address inquiries and resolve issues in a timely and professional manner.
- Maintain positive relationships with clients, vendors, and other stakeholders.
- Maintain and organize electronic filing systems.
- Ensure compliance with record retention policies and procedures.
- Assist in document preparation, scanning, and archiving.
- Handle confidential information with discretion and maintain data security protocols.
- Coordinate signatures and handling of legal documents.
- Serve as a point of contact for internal and external stakeholders, providing excellent customer service.
- Address inquiries and resolve issues in a timely and professional manner.
- Maintain positive relationships with clients, vendors, and other stakeholders.

**Recruitment & Onboarding**
- Assist in the recruitment process, including posting job openings, screening resumes, and scheduling interviews.
- Assist in the development and maintenance of job descriptions and recruitment materials.
- Create drafts of employment offer letters and agreements and seek input and approval on questions about out-of-pattern terms.
- Conduct pre-employment screenings, reference checks, and background checks as required.
- Responsible for intern/practicum student management, including recruitment and training schedules.
- Maintain employee records, including attendance, leaves, and personnel files.
- Update records in our HRIS system (dayforce).
- Coordinate employee onboarding and orientation programs including overview of basic company software, processes and internal intranet.
- Handle employee inquiries and provide basic HR support and directs questions to the appropriate authority.
- Support performance management process, updating master tracking document and filing documentation.
- Coordinate employee training and professional development sessions.

**General Support**
- Assist in planning and organizing office events, meetings, and conferences.
- Coordinate logistics, including venue selection, catering, and travel arrangements.
- Prepare materials and coordinate presentations for events as needed.
- Assist in special projects and initiatives as assigned by management.
- Provide support to other departments or team members as needed.
- Continuously seek opportunities to improve company processes and efficiency.

**Education, Experience & Skills required**
- Some education and/or experience related to Administration required.
- At least 2 years of experience working in an Administrator support role preferred.
- Strong interpersonal skills and an excitement about being the “face” of the company for recruitment.
- A very high degree of discretion and confidentiality for creating employee contracts and HR data entry.
- Excellent organizational skills to ensure that all regular recurring processes and functions of the tasks with