Administrative Assistant
The Bagg Group
Toronto, ON
25d ago

Location : Toronto

Duration : 1.5 2 months with potential to go permanent

Compensation : $20-23 per hour

Management Support

  • Manage electronic calendar / schedule for President and Senior Managing Director.
  • Make all travel arrangements for the President, Senior Managing Director and other senior officers.
  • Process invoices and expenses for President, Senior Managing Director and other senior officers.
  • Schedule meetings using Microsoft Outlook and determine availability of attendees, coordinate logistics, prepare and distribute agendas / materials / documents.
  • Make arrangements for meetings required by visiting executives.
  • Monitor incoming e-mails for invitations, meetings, and general inquiries.
  • Maintain Outlook database monitor, add, delete and update contacts on an ongoing basis.
  • Business Reports and Communications

  • Assist with the preparation and dispatch of business communications, marketing materials and business presentations.
  • Update PowerPoint presentations with new report exhibits.
  • Actively participate in various phases of report development, production and delivery.
  • Format charts and tables in Excel.
  • Post reports and marketing blasts on client extranet and update blast lists.
  • Communicate with designer to send formatted files.
  • Send email communications to notify clients when reports become available.
  • Co-ordinate report printing.
  • Administration

  • Open and distribute mail.
  • Register staff for conferences and other events.
  • Schedule weekly kitchen duty, ensure that common areas of the office are tidy.
  • Communicate with cleaners and building maintenance as problems or issues arise.
  • Maintain office supplies, stationary, kitchen supplies and petty cash.
  • Greet visitors to the company’s premises.
  • Update client servicing file.
  • Bookkeeping, invoicing, sub-consultant, expenses.
  • Qualifications

  • Post-secondary education.
  • Minimum 2-3 years of experience in a similar role.
  • Ability to manage competing priorities and deadlines.
  • Exceptional attention to detail and accuracy.
  • Proven ability to work independently and as part of a team in a dynamic environment.
  • Ability to exercise discretion and handle sensitive and confidential information.
  • Ability to interact in a professional manner with all levels of the organization.
  • Strong written and verbal communication skills.
  • Proficiency in Microsoft Office, including Excel, PowerPoint and Word, Adobe Software.
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