Administrative Assistant
DM Lyons Consulting
Scarborough Ontario
Salary: Neg Per Hour
Office
Administrator Duties and Responsibilities
- 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.
Office
Administrator Requirements and Qualifications
- 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
Job Overview
Posted Date: 24 Aug 2024
Location: Scarborough Ontario
Salary: Neg Per Hour
Company Information
Donna has an HBA and MBA in Finance and Human Resources from Saint Mary’s University. She has been in recruitment for over 21 years and built her career organically. While going to different agencies to try and get a job in sales, she wound up being offered positions at multiple recruitment agencies. It was there that she quickly found her niche and passion for recruitment. Donna has provided hiring support to companies in multiple industries which gives her a wealth of knowledge and expertise to help you find the perfect candidate. From construction to finance and advertising to pharmaceutical, she’s recruited them all!
Name: DM Lyons Consulting
Web: https://www.dmlyonsconsulting.com/