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Do you have a proactive  attitude  to  get  the  job  done while  being  motivated and  able  to  work  with minimal supervision? Our client is looking for an Administrative Assistant to provide a wide range of administrative and office support services to the Market Communications and Engagement business unit. A successful candidate would require strong  communication,  organization,  time  management  and  computer  skills  as well  as  decision  making  and  critical  thinking  skills  to  manage  confidential  information. If you feel you could excel in this opportunity, please apply below.   

Job Responsibilities 

  • Proactively manage the Vice President, Market Communications & Engagement’s Outlook calendar, including meeting logistics and travel planning for internal and external meetings
  • Document coordination for Market Communications & Engagement’s participation in executive and Board meetings
  • VP meeting follow-up (sharing documents; assigning action items to team members after events attendance)
  • Contacts management – proactively creating / updating Outlook contacts from business cards, emails and meeting requests
  • Coordination of in-person meetings, teleconferences and video conferences
  • Distribution of related materials including agendas, support documents and pre-reads
  • Technical set up for external meetings; room prep and take-down
  • Agendas / action items capture for Market Communications & Engagement team meetings
  • Preparation and processing of expense reports while reconciling credit card receipts/statements
  • Team support for ordering office supplies, work space requirements, deliveries, printer issues
  • Provide back-up coverage for other administrative assistants
  • Greet clients and visitors to the office at reception

Candidate Qualifications 
  • High School Diploma plus five years of progressively responsible administrative experience is required
  • Relevant Diploma or Degree in office  administration  is considered  an asset
  • Experience working with senior level executives is also considered an asset
  • Proficiency with Microsoft Office  Suite  (Word,  Excel,  Outlook,  PowerPoint and  SharePoint) is  required
  • Demonstrated experience working in financial/accounting functions (budget, accounts payable) is preferred

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