Administrative Assistant

Toronto, ON | Temporary

Job ID: 58644 Industry: Administrative/Office Support
Administrative Assistant
Duration: 4-6 Weeks
Location: Toronto
Compensation: $20 per hour
 

Our not for profit client is looking for an Administrative Assistant to join their team for a 4-6 week contract. With a dual reporting line to two Directors, this position is accountable for providing administrative, logistical and operational support to the Directors and their teams including communications support, calendar management, travel and meeting coordination, expense reporting, and supporting key corporate processes such as Performance Management.

Responsibilities

  • Provide administrative and operational support to the assigned Directors and programs of work including:
    • Schedule appointments, and maintain and updates appointments in the Director’s calendar
    • Proactively conducts calendar reviews for the coming month(s) to ensure effective use of Director’s time, level of preparedness and balance of in-person time with other Division staff, colleagues and other staff
    • Support the division/departments with administrative duties
    • Provide support to development of publications and presentations through assisting with layout and coordinating proofreading, translation etc.
    • Assists the division in carrying out their various projects and initiatives
  • Assists with planning and coordination for internal and external conferences and meetings with key stakeholders called by or involving departmental team members 
    • Coordinate meeting notifications, agenda items, boardroom bookings, catering and provide logistics support, arrange speaker engagements, prepare and distribute meeting materials, minute taking, follow up on action items for the division
    • Review and code meeting expenses following policies and processes
    • Maintain records of event aspects, including financial details, attendees and invoices, and update the events tracking system accordingly
  • Coordinate and verify travel arrangements for designated team members
  • Manages collaborative spaces and maintains stakeholder databases, including the records management database 
  • Address or redirect queries from internal and external sources on behalf of the assigned Director/ department

 

Qualifications

  • College/University degree preferred
  • Minimum 5 years’ work experience, including administrative and record keeping abilities
  • Proven experience in providing a broad range of administrative support in complex, fast moving environments with multiple accountabilities and often competing demands
  • Excellent technical skills (Microsoft Office products, publication/production/presentation software and new technologies)
  • Experience planning and coordinating internal and external conferences and meetings with stakeholders
  • Previous work-related experience coordinating travel arrangements
  • Experience in healthcare and/or not-for-profit is an asset
  • Ability to prioritize and multi-task within a fast-paced environment
  • Knowledge of electronic and paper-based document management systems
  • Excellent organizational and problem-solving skills
  • Excellent written and oral communications skills, correspondence, and reports
  • Bilingual/ French and English considered an asset

To apply, please click Apply Online or submit your resume by email to: JSHresume@bagg.com

View all of our job postings at www.bagg.com 

Accommodations are available upon request to support your participation during all stages of the recruitment process.


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