Job Description

Purpose:

Provide high-level administrative support to the Corporate Services team to ensure smooth, efficient business operations.

Essential Job Functions:

CEO/Board of Directors Support:Serve as a trusted administrative partner to the CEO, managing calendars, communications, and executive documents. Assist in the coordination of Board of Directors meetings by preparing materials, supporting logistics, ensuring timely communication, and maintaining confidentiality. Finance Support:Assist with accounts payable and receivable activities, reconcile credit card statements, and enter vendor invoices into the system. Human Resources Support:Collaborate with HR on payroll and recruiting activities. Compliance Support:File paperwork with regulatory agencies, maintain the Business Practice Repository, and initiate employee compliance requirements. Office Management:Order and manage office supplies, serve as a point person for various office vendors, including office equipment, cleaning service, security systems, and building maintenance. Communication:Function as a liaison between executives, staff, and external clients or vendors to ensure efficient communication and collaboration. Administrative Support:Answer phones, greet guests, manage email and correspondence, and manage incoming and outgoing mail. Scheduling and Coordination:Schedule meetings, manage complex calendars, book travel arrangements, and coordinate with others for meeting and conference preparation. Document and Information Management:Prepare, edit, and format documents, presentations, and reports. Maintain records and other critical information, ensuring confidentiality. Special Project Support:Assist with various projects, research, and analysis, as assigned.

Requirements:

Education:

Post-secondary education or equivalent experience, required.
Experience:

Minimum of 3 years of experience in executive assistance, office management, or a similar role, preferably supporting senior executives or directors.
Knowledge/Skills:

Excellent phone etiquette. Able to demonstrate clear and concise written and oral communication skills to exchange information in person and on the phone. High level of interpersonal skills to handle sensitive and confidential situations. Demonstrated poise, tact, and diplomacy. Knowledge of office administrative procedures and the use and operation of office equipment. Excellent PC skills utilizing Microsoft Office and database programs. Must have a strong command of computer software languages, including the MS Office Suite, database, and internet. Demonstrate exceptional attention to detail, care, and accuracy in completing tasks. Analytical ability to gather and summarize information. Ability to work in a fast-paced work environment with demonstrated ability to juggle multiple tasks and demands. Clear and concise written and oral communication skills. Prioritize tasks and organize work so that deadlines are met, and essential work is completed.
Physical Demands:

Perform stationary work 90% of the time using a computer and applicable office equipment. Move about inside the office 10% of the time to access files, office equipment, and communicate with colleagues. 5% travel as needed to plan events. * Occasionally lift 25+ pounds of conference supplies and materials, as needed.