Job Type: Permanent

Hours of work: 35 hours per week

Salary Range: $61,667.00 - $77,930.00

Posting Date: June 10, 2024

Closing Date: June 24, 2024

About Us:

Exhibition Place is Canada’s largest entertainment venue, attracting over 5.5 million visitors a year. The 192-acre site is an integral component of Toronto and Ontario’s economy, particularly with respect to conventions, sport, festivals, recreation, culture and tourism. Located at Exhibition Place is the award-winning Enercare Centre, Canada’s largest exhibition and convention centre which is now LEED Platinum certified, and Beanfield Centre conference venue which is LEED Silver certified. Since 2004, Exhibition Place has undertaken an environmental stewardship initiative, entitled GREENSmart; which includes the promotion of sustainable development, environmental initiatives and leading edge green technologies and practices across the site. Our environmental initiatives have resulted in award winning recognition across North America, such as the Platinum Waste Minimization Award from the Recycling Council of Canada and have established Exhibition Place as a world leader in energy-efficient technologies.

We offer a competitive salary, performance incentives, and a comprehensive rewards package. Enjoy OMERS participation – a defined benefit pension plan, employer-paid health & dental, extended healthcare, and professional development.

What can I expect to do in this role?

Reporting to the Director, Operations & Facility Services, the Administrative Assistant Level II provides administrative support to the Director and the division.

Prepare/draft internal memos, reports, and general correspondence
Coordinate and execute all details related to meetings and if required, record minutes and manage any follow-up issues
Review, and direct the processing of correspondence and initiate responses on a variety of matters not requiring the personal attention of the Director
Schedule appointments, meetings and ensure the Director is prepared for commitments
Follow up on action items on behalf of the Director
Handle inquiries and requests for information from all levels of staff and external parties related to the division
Assist in the preparation of the budget administration, providing up-dates of budget expenditures, maintain and verify division records and provide related support
Act as liaison with the Finance department regarding insurance claims
Receive, input and distribute work orders/invoices, rental and service forms, and follow-up as required
Follow up on action items from various meetings
Track all trades commitments and produce reports as required
Participate in JHSC meetings as required for Minutes of Meetings Preparation
Support H&S Consultant with coordinating Health & Safety training and records management
Assists Fire Life Safety Coordinator on scheduling of legislative inspections by contractors
Maintain Safety Share Point with up-to-date information including procedures; checklists, JHA and Toolbox etc.
Record keeping of all fleet documentation
Maintain safety training records
Assists in administration annual safety audits
Maintain event files and prepare monthly reports
Maintain operations technical library
Maintain division files and other record keeping systems
Perform other duties as assigned

How do I qualify?

Several years’ experience performing administrative duties to senior management
Experience utilizing software packages (word processing, spreadsheets, databases and electronic mail)
Experience working with basic accounting principles and practices
Excellent interpersonal skills with the ability to communicate effectively both verbally and written
Experience, knowledge or background in occupational health and safety
Reliable and punctual
Good organizational skills including the ability to prioritize and meet strict deadlines with attention to detail
Demonstrated ability to handle confidential documents and reports
Proven customer service skills
Post-secondary education pertinent to the job function an asset

Application Process:

All applicants must be legally entitled to work in Canada. We carefully review every application – including yours. We’re fortunate to have many outstanding people apply to each of our positions. While we appreciate every application that comes our way, due to the high volume we receive, we’re not able to follow up with each person individually. If a strong match is found between your qualifications and the needs of the role, we’ll contact you.

Diversity, Equity, and Inclusion:

Exhibition Place is committed to fostering an inclusive, accessible environment where all employees and members of the public feel valued, respected, and supported. We are dedicated to building a workforce that reflects the diversity of the public and the communities in which we live and serve.

Accommodation:

We value the unique skills and experiences each person brings to Exhibition Place and are committed to creating and maintaining an inclusive and accessible environment. We are committed to the requirements of the Accessibility for Ontarians with Disabilities Act, so if you require accommodation during the hiring process, please let our Recruitment team know by emailing us at Humanresources@explace.on.ca

Exhibition Place

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Administrative Assistant Level II