Sr. Administrative Assistant
Toronto, ON, Canada
3d ago

If you're looking for work as an Administrative Assistant, OfficeTeam has an opening for someone who is results-oriented and deeply passionate about growing their career.

The best candidates for this Administrative Assistant position will be able to perform various administrative and office support duties.

Your responsibilities in this role* Develops and leverages relationships across LOBs, with executives, senior managers, and external clients to foster and support intra-

group coordination while carrying out accountabilities.* At the request of the professional, prepares standard correspondence, reports, and presentations, ensuring completed material are produced and distributed in a timely manner.

  • Interfaces with client executives (CEO, CFO, or senior managers of that client?s business) or their representative on behalf of business leaders in coordination of meetings, events, presentations, or pitches.
  • Senior Administrative Assistants are provided with an iPhone to monitor urgent requests when away from their desks and after-hours.
  • Supports or manages various projects such as business process improvement initiatives and event planning. Collaborates with internal and external stakeholders to achieve the desired business outcomes.
  • Maintains and monitors calendars of scheduled appointments, upcoming events and matters requiring immediate attention as directed by the Professional.
  • Coordinates meetings, including dispatching meeting invitations and agendas to attendees, booking meeting rooms, and arranging for IT resources and catering in support of smooth and efficient meeting facilitation.
  • Conducts client research and compiles research packages and briefing notes for the professionals.* Manages complex international multi-
  • leg travel, often requiring continuous changes, and rescheduling.* Monitors departmental expenses and maintains an efficient filing system to ensure reports, correspondence and financial documentation are maintained and readily available.

    Establishes and maintains organized electronic filing systems to ensure that business and operational reports, forms, and other business documentation are readily available.

  • Responsible for timely and consistent maintenance of client contact databases, such as Salesforce. Coordinates with Salesforce Business Analysts to produce customized reports, and ensure data quality is maintained on behalf of the business.
  • Runs monthly reports and interfaces with internal departments on client mailings and external events. Runs weekly pipeline report.

  • Leads or provides assistance with internal and / or client events as requested. May assist with day-of execution.* Prepares and dispatches outgoing mail and interfaces with selected couriers to ensure packages have been delivered within established timeframes.
  • Screens telephone calls and responds to routine and moderately complex inquiries.* Performs back-up function for other administrative staff during vacation or other absences to ensure that administrative support is provided.
  • Maintains confidential information for the business, team, or leadership and ensures information is handled appropriately.
  • As a member of the Administration team, participates in Administrative professional development sessions, town halls, committees and networking events.
  • Monitors and analyzes expenses to ensure they are within
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