Our Client in the Toronto area has an immediate opportunity for an Executive Assistant.

This is a Hybrid position, in office 2-3 days a week.

Acting as the Executive Assistant to the Registrar-Treasurer and providing administrative support to the Office Operations Manager and Deputy Registrar, as required, in the areas of: coordinating Board Meetings, Committee Meetings, web conferences and workshop logistics; assisting with the preparation and distribution of examination statistical information materials, Board communications, and Board Committee minutes; and assisting with other operations activities and related duties as required and assigned

Responsibilities:

1. Coordinating Board & committee meeting logistics

Planning Annual and Mid-Year Board meetings: accommodations and meals, meeting room(s) set-up, catering, A-V needs, hospitality suite set-up, booking photographer; Board

Dinner arrangements: booking restaurants, choosing menus, etc.

Arranging web conferences for Registrar-Treasurer or other Board members, as required

Assisting in preparation, proofing and distribution of agendas, and meeting materials for Annual and Mid-Year Board and Committee meetings.

Arranging for posting of and distribution of Board Meeting agendas and meeting materials

Attending and taking notes of meetings and recording the proceedings.

Preparing, formatting, proofing and finalizing Board and Executive Committee meeting minutes and ensuring posting of same on Board website

Updating the Board member website and posting of Board materials on the Board member website Position Title: Executive Assistant to Registrar-Treasurer

Arranging for the following: Honorary Certificates for retiring Board members; framing of Certificates; President’s plaque and arranging for updating and engraving of Burbidge Award Winners

2. Providing day-to-day administrative support to the Registrar-Treasurer, including but not limited to:

Assisting with the drafting/preparation of documents, reports and external stakeholder correspondence

Creating files and filing for Registrar-Treasurer

Photocopying of confidential material

3. Assisting with the preparation and distribution of examination information/statistical materials

Assisting Registrar-Treasurer/ with preparation of statistical and examination reporting, presentation and other documentation, as required

Assisting in preparation of year-end statistics for Registrar-Treasurer’s Report

Working Conditions:

Primary work is at a desk in a temperature-controlled office environment

Working in the office will be required as per Category B (2-3 days per week) of the Remote Work Policy, and may occasionally differ based upon operational demands, including some weekends

Physical effort may occasionally be required for assisting with handling (moving, packing, storing) and transporting of meeting materials, to event sites as needed; may occasionally include lifting of boxes of moderate weight

Mindful attention is required to coordinate activities and deal with requests and interactions from a diverse contact base

Confidentiality and security of information and examination materials must be maintained at all times, both within and outside the office

Attendance at meetings or workshops on weekends is occasionally required

Qualifications and Competencies:

At least 3-5 years related experience • University degree with experience in office administration or College diploma/certificate in executive/office administration

Experience in taking minutes at senior level meetings

Ability to work in the office two or more days per week

While being detailed and accurate, must complete responsibilities in a professional, conscientious and timely manner with an overall goal of achieving quality and efficiency

Exceptional numeracy and spreadsheet skills

Demonstrated ability to multi-task, prioritize and meet required deadlines

Possess exceptional communication skills: verbal, written and listening including document proofreading and editing skills

Demonstrate effective, courteous yet assertive interpersonal skills for communicating with the public, including individuals of many nationalities

Strong planning and organizational and time management skills

Strong problem solving skills

Demonstrated ability to function well under work pressures

Professional and personal integrity (honesty and respect for confidentiality), contributing to a positive work environment and to the goals of the organization

While showing initiative and facility to work with minimum supervision, must be a "team player"

Demonstrated ability to respond to changes in work methods, plans and procedures; flexible and adaptive

Demonstrated resilience

Ability to lift and handle boxes of paper, and meeting materials (up to approximately 35 lbs.)

Available to work on weekends, when required

Computer experience: competence in word processing, data base software such as:

MS Word Intermediate to advanced level

Excel Intermediate to advanced level

Microsoft Outlook Intermediate to advanced level

PowerPoint Intermediate to advanced level

Sharepoint Basic level desirable (will train)

Job Types: Full-time, Permanent

Pay: $63,000.00-$65,000.00 per year

Benefits:

Dental care
Extended health care
Paid time off

Flexible Language Requirement:

French not required

Schedule:

Monday to Friday
Weekends as needed

Education:

Bachelor's Degree (preferred)

Work Location: Hybrid remote in Toronto, ON M4Y 0E7

Staffworks Canada Ltd.

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Executive Assistant