Senior Administrative Assistant

Company Overview

Netact Services Inc. (NASCI) is a multi-solution and IT service provider located in Mississauga, Ontario Canada. We deliver end-to-end business software solutions and automation by combining expertise with leading technologies across applications development, AI software development and services, data analytics, and cybersecurity. Our focus is on advising customers, designing bespoke and scalable solutions, and delivering innovative capabilities to generate new revenue streams and increase efficiency for clients.

We are seeking a creative and results-driven Business Operations Analyst to join our dynamic team. The ideal candidate will be responsible for developing, implementing, and managing digital product including the AI healthcare portfolio. The Business Operations Analyst will be responsible for analyzing and improving our organizational processes to increase efficiency and productivity by collecting and interpreting data, identifying business problems, and recommending solutions to management. Key responsibilities include process mapping, data-driven forecasting, collaborating with cross-functional teams, creating reports and presentations, and monitoring performance indicators to achieve strategic business goals.

To deliver NASCI business objective, our global team is composed of team members with life experiences, backgrounds, and perspectives that mirror our developers and customers around the world. At NASCI, we are intentional about the team and culture we are building, seeking candidates who are outstanding in their own space and demonstrated their support for others.

Fortune recognizes NASCI as one of the Best Workplaces in the GTA and we have been Certified Great Place to Work for the last five years.

Summary

We are seeking a highly organized and proactive Senior Administrative Assistant to join our team. This role is vital in supporting our administrative functions and ensuring smooth daily operations.

The Senior Administrative Assistant, reporting to the Director, IT and Business Operations and taking direction from the other Director, IT Compliance and Special Projects is responsible for the organizational, secretarial and administrative support for the NASCI team. Responsibilities include maintaining daily schedules and itineraries and also providing overall administrative and executive assistance in respect to all activities of the Director's responsibility. The Administrative Assistant must perform at a high level, ensuring that our project management office functions in an efficient and professional manner including providing support to the members of the cross-functional project team as required.

Key Responsibilities

Administrative Support

• Provide exceptional customer service and support to clients and internal teams.
• Coordinate schedules, meetings, and appointments with precision.
• Maintain accurate records through data entry, filing, and document proofreading.
• Assist with office management tasks including supply procurement and organization.
• Uphold professional phone etiquette and organizational standards at all times.
• Manages Director's schedule, arranging all meetings on and off campus.
• Representing the Directors in a professional manner at all times, anticipates requirements and assembles material and briefings for meetings and appointments.
• Coordinates travel arrangements, completes travel claims and manages the Director's itineraries including the provision of appropriate documentation.
• Facilitates meetings by booking facilities and refreshments, preparing handouts and reports, assisting with electronic presentation notes, producing meeting notes, handling responses and attending to special requests.
• Researches and prepares letters, agendas and other material to support projects.
• Takes initiative to draft correspondence, letters, memos, etc.
• Interacts with the community, office staff and other administrators to relay information, seek advice and engage parties in meetings.
• Responds to inquiries and information requests in a timely, confidential and professional manner.
• Responds to telephone calls and emails as required.
• Performs duties with a high degree of accuracy and accountability.
• Support, track and report progress on strategic initiatives.
• Coordinate plans with resources; including space, HR and ITM
• Contribute to defining project goals and objectives.
• Monitor and analyze project effectiveness using qualitative and quantitative tools.
• Help to plan and monitor activities of assigned projects to develop and implement procedures, processes and systems.
• Establish a communication plan to key stakeholders.

Event coordination, website, digital content and office operations

• Event coordination, website, digital content and office operations
• Ensures that news events, profiles, and other content are up to date.
• Uploads, monitors, and manages any documents to be published on the SharePoint and/or OneNote site.
• Manages digital display content and schedule, ensuring visitors are welcomed and content is updated on a regular basis.
• Assists with the preparation and execution of meetings including recording of minutes, scheduling, set-up, catering and equipment orders as required.
• Provides assistance at events hosted by NASCI.
• Obtains profiles and background materials, researching websites for relevant information.

Service Excellence

• Greets visitors in a positive, enthusiastic and helpful manner, understanding the importance of first impressions.
• Maintains positive, collaborative relationships within the office, on campus and with external partners to ensure exceptional engagement, customer service and collaboration.
• Proactively finds solutions to address issues in a flexible, efficient manner.
• Engages, listens and seeks to understand the needs and expectations of all in-person, telephone and online interactions.
• Provides courteous, timely and efficient service. Acknowledges receipt of correspondence promptly, managers expectations of response ties, and provides pleasant, enthusiastic and professional communications.
• Support the team in preparing for events and special guests.

Required Qualifications

Education

• University degree or equivalent combination of administrative education and experience.

Experience

• 3-5 years administrative experience, preferably in an academic environment.
• Proven ability to deal with confidential issues and interact effectively with a wide range of individuals.
• Demonstrated experience managing executive-level schedules, using sound judgement to ensure effective use of resources.
• Experience in agenda planning, calendar maintenance and minute recording.
• Experience in drafting senior level reports and correspondence.

Knowledge/Skills/Abilities

• Outstanding organizational, analytical and problem-solving skills
• Strong interpersonal, organizational and communication skills with the ability to take initiative.
• Proven aptitude for attention to detail and ability to manage multiple demands in a fast-paced work environment.
• Strong interpersonal, organizational and communication skills with the ability to take initiative.
• Strong communication skills, including writing and editing.
• Ability to remain calm and in control when faced with multiple, often simultaneous, demands for attention.
• Ability to assess and prioritize a busy workload.
• Proven ability to handle with confidence and discretion highly sensitive and confidential matters.
• Advanced knowledge of Microsoft Office including Outlook, Word, PowerPoint and Excel is required.
• Demonstrated ability to act in a professional manner, with discretion and diplomacy.
• Demonstrated ability to work collaboratively with senior administration and with team members from a variety of disciplines.
• Knowledge of the University's systems, policies and procedures would be an asset.

If you are ready to bring your administrative expertise to a forward-thinking IT solutions provider committed to excellence, we invite you to explore this opportunity with us. You can apply through our careers web page

Your organizational talents could be the key to our continued success.

Job Types: Full-time, Permanent

Pay: $54,465.56-$62,522.96 per year

Benefits:

• Dental care
• Employee assistance program
• On-site parking
• Wellness program

Application question(s):

• Problem solving is a critical skill for this position. Unexpected issues and/or conflicts may arise, and the incumbent must be capable of analyzing problems and quickly solving issues. Makes decisions with respect to most efficient use of project time (i.e. meeting, events, travel) and seeks advice when required. How do you manage conflict?

Work Location: Hybrid remote in Mississauga, ON