Title: Administrative Assistant, Information Exchange
Purpose
We have an interesting opportunity for a highly organized and professional Administrative Assistant to support our bright and talented team of Learning and Development leaders providing specialized education and learning opportunities for the Nuclear sector.
In this role, you will provide support to our Program Leaders and Facilitators and enable quality delivery of strategic events, conferences and learning programs for our international membership. This includes scheduling and organizing learning events, coordination of logistics, preparation of materials and other administrative support services. You will work closely with the team to strengthen work processes and efficiency, applying the latest learning and technology tools.
Key Accountabilities
1) Training Coordination and Scheduling:
- Manage the scheduling and logistics of training sessions, including booking venues, coordinating with trainers and participants, and preparing necessary materials.
- Ensure that all training events are properly documented, and maintain an up-to-date training schedule.
2) Administrative Support for Training Programs:
- Provide comprehensive administrative support for training programs, including preparing and distributing training materials, tracking attendance, and collecting and documenting feedback from participants.
- Maintain accurate records of training activities, including participant lists, training completion status, and evaluation results.
3) Communication and Liaison:
- Act as the primary point of contact for training-related inquiries, responding to questions and providing information to employees and trainers.
- Liaise with internal and external stakeholders to ensure effective communication and smooth execution of training activities.
Typical Responsibilities
- Meet with the Program Manager regularly to organize schedules and arrange priorities.
- Perform general administrative duties for the Program Manager including preparation, distribution, scanning and filing of correspondence and other records.
- Schedule and organize meetings (internal & external) including preparation of meeting notices, agendas and material required for meeting attendees, meal and travel arrangements (where needed).
- Assist Line of Business staff with SharePoint Records management, publication issuance and updates to COG’s Intranet and external websites.
- Perform other administrative duties as required such as submitting expense reports, processing invoices, tracking timesheets, arranging travel, and assisting with the set-up and on-boarding of new staff.
- Assist Line of Business Staff with correspondence and reports and governance preparation, including tracking metrics as assigned.
- Participate in team meetings and record minutes/action items and assist with follow-up on action items as required.
- Be an active participant in Line of Business activities or special projects as required.
- Perform other duties as assigned by the Line of Business Director.
Specific Additional Assignments
- Assist Program Manager in preparing PO’s and Joint Project documentation.
- Communicate with class participants, presenters and utilities regarding training events.
- Administer contracts with external venues to host training events.
- Plan, prepare and organize classrooms at external venues.
- On a limited basis, may require on-site and overnight stays at external training venues to provide support and administration.
Success Indicators
- Purchase orders and invoicing checked for accuracy and payments made per terms of agreements
- Proper approvals on all purchases
- Documents produced are within timeframes agreed to
- Documents produced are presented consistent with COG Image and Brand (templates, no typos, professional appearance)
- All records and files related to L&D programs are maintained on a timely basis and up to date.
- Administration on-site is provided in a professional and courteous manner to build positive feedback from participants.
- Travel and logistics plans are clearly defined and communicated.
Required Knowledge, Experience and Qualification
- 4 or more years of administrative support experience, ideally in project management or engineering environment
- Post-secondary certificate or degree in business/administration preferred
- Experience with Windows environment, electronic mail
- Strong keyboarding skills
- Advanced skills with Microsoft Office software, including M/S Word, Excel and expert experience with MS Outlook tools. Experience with MS Access, MS Project an asset.
- Strong mathematical and English language capabilities; additional languages an advantage.
- Ability to expedite and follow-up on outstanding administrative or project items to ensure deadlines are met.
Essential Competencies
- Organizational Skills: The ability to organize training materials, schedules, and resources efficiently.
- Communication Skills: Clear and effective communication when dealing with manager, trainers, trainees, and other stakeholders.
- Attention to Detail: Training materials, schedules, and participant records must be accurate and error-free.
- Time Management: Ability to operate on tight schedules with multiple deadlines to meet.
- Technology Proficiency: Proficiency with various software applications and online tools is crucial.
Work Environment
This role is based at the COG office in Toronto with the opportunity to work remotely 1-3 days per week and occasional travel required.
COG employees are expected to consistently demonstrate our core values of Respect, Integrity, and Commitment, specifically:
- Demonstrate honesty and integrity in all that we do
- Understand our Members’ needs and exceed their expectations
- Build trust, credibility, and show respect in the treatment of people
- Promote initiative and innovation aligned with our mission
- Leverage staff knowledge and experience in a collaborative team environment
COG prides itself on a strong workplace culture and values its team members. We offer a competitive pay and benefits program including a pension plan, annual health spending account, and fitness subsidies in addition to life, health, dental, disability, and offer flexible work programs.
COG is recognized as a diversity champion in our sector, particularly for women in the engineering field, and as an equal-opportunity employer serving a global community. COG welcomes and encourages applications from all individuals. Accommodations are available on request for candidates taking part in the selection process.
Job Type: Full-time
Pay: $45,000.00-$54,000.00 per year
Benefits:
- Company pension
- Dental care
- Employee assistance program
- Extended health care
- Paid time off
- Vision care
Schedule:
- 8 hour shift
- Monday to Friday
Application question(s):
- Are you prepared to travel to our downtown Toronto office every Tuesday and a second day of your choice each week?
- What are your compensation expectations for this role?
- How many years experience do you have in an Administrative Assistant role?
- Do you have a valid drivers license and ability to travel out of Toronto periodically?
Education:
- Secondary School (preferred)
Work Location: Hybrid remote in Toronto, ON M5G 2K4
Application deadline: 2024-08-02
