Administrative Assistant

This position is accountable to the General Manager, Channels, Relationships and Marketing for providing administrative and support services to the division.

PRINCIPAL DUTIES & RESPONSIBILITIES

• Manage the General Manager’s calendar/appointments; coordinate the scheduling of meetings and appointments; liaise with external stakeholders and collate related information for the General Manager prior to such engagements;
• Assist with the preparation, collation, editing of proposals, Divisional reports (Ad Hoc and monthly), monthly Board submissions as required;
• Process all correspondence relating to the Division – distribute to respective Officers under whose portfolio the subject matter falls; and/or draft responses to routine inquiries for the relevant signature;
• Prepare Agendas and make arrangements for all meetings being held by the Division;
• Attend and record proceedings of meetings as directed by the GM; distribute Minutes as required;
• Assist the Managers and Account Executives to conduct research, compile data, and prepare papers  or as directed by the GM;
• Maintain and coordinate the filing system for the division – ensure that it is efficient and up-to-date; and ensure relevant files are returned to the Registry within the specified timeframe; scan/collate documents as required;

The required minimum qualifications, experience, and attributes are:

• First degree in Business Administration
• Secretarial Certification (CPS would be desirable)
• Certificate in Project Management would be an asset
• Excellent oral and written communication skills
• Good interpersonal skills and a pleasant disposition
• The ability to consistently meet deadlines
• MUST be confidential; tactful and diplomatic
• Computer literate in applications including word processing, spreadsheet, etc.
• Should have a minimum of three (3) years working experience in a similar position