Administrative Assistant

Description:

Responsibilities:

• Prepare invoices and enter into system (Workday), follow up with consultants as necessary to meet tight deadlines

• Prepare written correspondence, labels, and mail merges; arrange couriers. • Proofread and format reports and client deliverables.

• Format PowerPoint presentations for consultants for client meetings and seminars, and ensure copies are printed or put on a USB; arrange audio-visual equipment as necessary.

• Transcribe correspondence, reports and other documents from hand-written notes and/or voice messages.

• Attend meetings, take and distribute meeting minutes

• Act as a resource and subject matter expert for database (CRM)

• Provide general administration, including faxing, photocopying, scanning documents, filing, archiving, and ordering supplies.

• Open, sort, and distribute group mail.

• Manage the office equipment and liaise with Informational Technology to ensure equipment and internet services are fully functional at all times.

• Organize the day-to-day schedule of Partners and Principals

• Manage multiple calendars in outlook

• Send meeting invitations, organize meeting facilities, and order food/beverages if necessary

• Coordinate spacing requirements and logistics for new hires

• Assist Consultants with membership renewals, conference registrations

• Book travel and hotel arrangements for internal team members.

• Submit expenses for team members, as required

• Track budget, purchase orders and expenses

• Devise ways to continuously improve team operations

• Assist with special projects, as required.

Qualifications:

• Any sales force experience will be considered an asset

• The ideal candidate requires a two-year diploma preferably in Business or Office Administration along with a minimum of 2-3 years’ experience as an administrative assistant.

• High proficiency in Microsoft applications, particularly PowerPoint, Word, Excel and Adobe Acrobat are essential, as well as comfort using the internet as a research tool

• Strong mathematical skills are essential, comfort with accounting principles is an asset

• Comfort in a fast paced environment is vital. Candidate must be detail-oriented and work must be highly accurate.

• Ability to prioritize requests, juggle multiple tasks and handle rush situations

• A dedicated and flexible team player with a high energy level and solid organizational abilities. In addition, the candidate must possess a high degree of professional maturity and be mindful of the significant degree of confidentiality required in this position.

• Organizational and time management skills must be excellent in order to coordinate and track schedules, projects and activities.

• Professionalism and high regard for confidentiality is a must, to allow the candidate to effectively interact with all levels of the organization.