Job title: Administrative Assistant
Job type: Temporary
Emp type: Full-time
Industry: Public Sector / Government
Expertise: Administrative
Location: Toronto, ON, CA
Job published: 2022-07-29
Job ID: 59899

Job Description

Our client is a top company with significant North American holdings. They have operations across most major verticals, including institutional & corporate.


Position Overview

The Administrative Assistant manages the day-to-day activities of the Chief/Vice President/Director. The Administrative Assistant is responsible for office administration, planning and coordination as well as helping ensure the smooth and efficient functioning of the department.


What you will achieve in this role:

• Attends various meetings (internal, external, volunteer, and stakeholder); records minutes, distributes minutes to ensure follow up on issues arising from meetings.

• Manages calendars, filing, and books meetings.

• Manages correspondence including drafting, editing, formatting, and proofreading to ensure accuracy of grammar and detail

• Assembles data, and prepares special correspondence, meeting agendas, reports, presentations, packages and other documents.

• Tracks metrics, runs reports and provides basic analysis of information gathered.

• Assists with the further development of the department.

• Provide assistance as needed to the other groups within the department.

• Provides first point of contact for the department.

• Schedules and coordinates meetings, interviews, and events.

• Demonstrates excellent judgment and integrity through protecting the confidentiality of all sensitive correspondence and information.

• Interacts with internal and external stakeholders, executives and Executive/Administrative Assistants and responds to requests with appropriate urgency and provides relevant information as needed.

• Provides lunch time relief to reception on an as-needed basis • Coordinates all administrative activities of the Chief/Vice President/Director including booking travel and accommodation arrangements.

• Plans and co-ordinates all aspects of meeting arrangements, including logistics, IT requirements, refreshments, invitation lists, name badges, facilitation etc.


What you will bring to this role:

• A post-secondary degree, diploma or certificate in business administration, office administration or an executive secretary program or equivalent

• Minimum two (2) years of relevant experience in an administrative role in a healthcare setting or a combination of equivalent experience and education.

• Demonstrated exceptional organizational ability with superior attention to detail.

• Demonstrated tact, discretion, and diplomacy.

• Highly motivated self-starter with demonstrated ability to support a team-oriented environment.

• Ability to maintain confidentiality at all times demonstrating use of discretion and sound judgment.

• Demonstrated experience recording accurate minutes of meetings.


We thank you for your interest in the position, however, only those who are qualified will be contacted


Inclusion and Equal Opportunity Employment

Our client is an equal opportunity employer committed to diversity and inclusion; creating an inclusive environment where all team members and clients feel like they belong.  We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, Aboriginal/Native American status or any other legally-protected factors.  We seek applicants with a wide range of abilities, and we provide an accessible candidate experience; accommodations during the application process are available upon request.