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
- 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:
Schedule:
- Monday to Friday
- Weekends as needed
Education:
- Bachelor's Degree (preferred)
Work Location: Hybrid remote in Toronto, ON M4Y 0E7