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Administrative Assistant

3 weeks ago

Scarborough Village, Ontario, Canada The International Group, Inc. Full time

IGI is seeking a detail-oriented
Administrative Assistant and Document Control Coordinator
. The role Administrative Assistant and Document Control Coordinator is responsible for a number of processes aimed at maintaining confidential files, contracts and documents critical to the organization's success. This individual also coordinates activities involving the Company Executives, including Board and Management Meetings.

Responsibilities:

  • Corporate ISO Document Control Coordinator, review documents, send for approval to responsible parties, posting and distribution of documentation to the internal drives and updating the master list.
  • JD E1 updates and inquiries for internal Product Spec Sheets. Generation of Spec Change Letters to Customers.
  • Assigning all new IGI product codes for commercialization or initial revisions. Back up for TIS/MSDS.
  • Posting updates to Company websites and Terminal Libraries.
  • Coordinate events for the Company, Board Meetings, Sales and Management meetings.
  • Trademarks / Patents – review, dealing with all inquiries and billing.
  • Maintain confidential files. Distribute mail.
  • Maintain office supplies and courier shipments for the executives.
  • Maintain meetings rooms and order lunches as required.
  • Manage files associated with legal actions and communicate with legal and insurance representatives as needed.
  • Process expense reports for sales personnel. Arrange for approval and reconcile with receipts. Arrange for payment.
  • Coordinate requests for charitable donations.
  • Coordinate travel for executives as required.
  • All other projects as assigned.

Required Qualifications:

  • Five (5) years administrative assistant experience
  • Ability to maintain confidentiality.
  • Excellent verbal and written communication skills.
  • Detail orientated with a high standard of accuracy.
  • Self-motivated with good organizational skills.
  • Ability to prioritize multiple tasks, work well under pressure, and meet deadlines
  • Thorough knowledge and experience of Microsoft Office, including, Outlook, Word, Excel and PowerPoint.
  • Ability to work independently and collaboratively in a fast-paced environment.