We are seeking a highly organized, energetic, self-motivated Administrative Coordinator with initiative who loves a good challenge to join our team. This position will enable you to work in every area in the organization. You will provide office support and coordinate office activities, a positive attitude, multi-tasking ability and attention to detail are a must.
Overseeing the office supplies and services, including restocking supplies, setting up desks and equipment for new hires or any changes
Manage the look and feel of the office and kitchen, keeping it clean and orderly. Ensuring kitchen is kept clean and kitchen supplies are restocked and reordered to ensure adequate supplies
Organizing the storage room and maintaining a clean and tidy storage room
Assist with bookkeeping – Visa reconciliation, daily chq deposits and mailing out cheques, scanning, preparing expense reports for CEO
Attend all Signature Events, other events as Education Sessions, as required, assist Events Coordinator with assigned duties
Event registration (Primarily responsible) – for all signature events and education sessions, connect with Corporate Partners, Sponsors to ensure complimentary event tickets have been registered and tracked
Assist Event Manager to gather and edit power points, develop floor plans/seating charts for events, and help organize guest lists and onsite registration
Support department managers, staff, and CEO as needed. Work with other department directives as assigned
Organize meetings including Board meetings - taking minutes, conference room scheduling, testing PowerPoint presentations, equipment, and cleaning
Organize catering, coffee, or other refreshments as needed
Assist with travel arrangements for office team
Coordinate building and maintenance issues for general repair and updates
Assist in organizing special functions and social events
Monitor incoming and outgoing mail; receive and sign for mail/packages from couriers and deliver to proper recipient
Member queries over the phone or by email
Assist managing IT related issues and queries and tracking computers and licenses
BOD Contact list - update with new BOD members after AGM and distribute to all team members. After this, update BOD contact list every 2 months to ensure accuracy. Distribute to all team members when any revisions are received.
Committee Roster - following AGM, revise the roster as necessary, i.e. identifying Board members vs members
Corporate Partner Agreements - follow-up with any not received. All agreements to be logged in master files by March 31 annually.
BOD Quarterly Meetings and AGM - complete draft Meeting Minutes two weeks after meeting takes place and provide to CEO for review
Annual Conferences -register those attending, present flight and hotel options to CEO 6 months prior to event. Upon selection book flight and hotel 6 months ahead of time.
Associate’s or bachelor’s degree in business, administration, or related field preferred with 1-2 years’ experience
Business Ethics — Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethics; upholds organizational values
Initiative — Search out new tasks and expand abilities professionally and personally
Teamwork — Balances team and individual responsibilities; exhibits objectivity and openness to others’ view; gives and welcomes feedback; contributes to building a positive team spirit
Problem Solving — Identifies problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; resolves problems in early stages; works well in group problem solving situations
Customer Service — Provide our customers with the best possible service to meet their needs
Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); working with technology (e.g. OWL) a must
Highly organized multitasker who enjoys, thrives, and works well in a fast-paced environment
Excellent written and verbal communication skills