Market Recon (Canada’s premier shopper marketing and education company) has an exciting opportunity for an enthusiastic individual to join their growing team as a Project Administrative Assistant in downtown Toronto.

The role is an integral part of the team working alongside and supporting a busy National Project Manager. You will be responsible, among other things, for coordinating project activities, maintaining, and updating the project schedules, managing assignments, monitoring progress, and communicating with the team.

The assistant will provide a variety of administrative and logistical tasks. Strong organizational skills to maintain accurate records, prepare detailed reports, multi-task in a demanding environment, and the ability to meet deadlines. Strong data analysis skills that will allow you to identify trends and patterns and determine ways to improve processes. Presenting data analyses to the project manager and other leaders can also enable informed decision-making practices and the initiative-taking management of tasks. Excellent proofreading skills to accurately review documents, reports, proposals, and schedules to ensure they are professional and error-free prior to submitting to senior management. The ideal candidate will have a valid Driver’s license and their own vehicle, as some travel will be required.

Hours: Monday through Friday with a flexible schedule to work outside of normal business hours.

Salary: $50,000 per annum plus monthly travel allowance, cell allowance and health and dental after 3 months probationary period.

RESPONSIBILITIES:

Provide administrative support and logistical coordination of tasks to support the project manager.
Schedule meetings and keep minutes.
Managing multiple projects simultaneously while ensuring that deadlines are met.
Break down the project into doable tasks and estimate the duration.
Assist with planning, from start to finish of the project.
Prepare and distribute project materials.
Implement policies and procedures.
Create weekly workflow.
Track expenses and work on budget forecast.
Research information to support other teams and departments as needed.
Keep track of and report on project progress.
Coordinating with outside vendors or suppliers to order materials for projects.
Maintaining databases or spreadsheets of important project data such as budgets, timelines, and milestones.
Following up on the progress of action items and other tasks and reporting to the project manager.
Supporting team members in completing their tasks to ensure they meet milestones.
Updating and organizing project files, such as meeting minutes/notes and progress reports.
Using project management software to maintain process flows.
Assisting in risk mitigation, identification, tracking, management, and resolution.
Schedule meetings, conference calls, and project-related events with team members.
Observing the team’s performance and providing detailed updates to the project manager.
Assisting in the preparation of project presentations and reports for senior management.
Conducting research and gathering data to support project initiatives and encourage good decision-making practices.
Assisting the project manager with budgeting, tracking expenses, and filing financial reports.
Seeking opportunities for process improvements and making recommendations.
Writing and distributing project-related messages, such as memos and status updates.
Collaborating with cross-functional teams that include a diverse range of personalities and skills.
Act as point of contact for internal and external clients.
Coordinate with field team to collect and process weekly timesheets for payroll.
Perform other duties as assigned by the project manager.

SKILLS AND QUALIFICATIONS:

High school diploma or equivalent is required.
Relevant training and/or certifications as an Administrative/Office Assistant would be an asset.
At least two (2) years office/administrative support experience and/or experience in a similar role.
Proficiency in MS Office (intermediate Excel and PowerPoint) and project management software and flowcharts.
Highly organized, focused, and able to multitask and oversee several projects simultaneously.
Ability to prioritize work and remain calm under pressure.
Strong attention to detail and problem-solving skills.
Deadline-driven.
Excellent command of the English language both written and spoken.
Basic accounting knowledge.
Payroll experience would be an asset or willingness to learn.
Knowledge of office management systems and procedures.
Excellent time management skills.
A positive attitude and exceptional interpersonal skills.
Self-starter, highly motivated, professional team player.
Enthusiasm for learning in a fast-paced environment and readily adaptable to change.
Valid Driver’s License and your own vehicle is required (travel allowance paid).

Thank you for applying for this career opportunity. Candidates who will be selected to move forward will be contacted for an interview.

Job Types: Full-time, Permanent

Pay: From $50,000.00 per year

Benefits:

Dental care
Extended health care

Schedule:

8 hour shift

Experience:

Administrative: 2 years (preferred)
Project support: 1 year (preferred)

Licence/Certification:

Driver's License and your own vehicle (preferred)

Willingness to travel:

25% (preferred)

Work Location: In person

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Project Administrative Assistant