Administrative Assistant

Ontario Centre of Innovation•Toronto, ON

2d•CA$58,500 - CA$60,000

About The Position

Reporting to the Manager, Strategic Partnerships, the Administrative Assistant will serve as the main point of contact for the initial handling of incoming and outgoing correspondence as well as managing and organizing schedules and meetings for the team. As a disciplined organizer, self-starter, and an excellent communicator, you are responsible for handling sensitive and confidential information with discretion ensuring smooth operations and efficient workflow across OCI’s ecosystem.

Requirements

Undergraduate university/college degree
Minimum of 3 years of related experience in an administrative capacity.
Highly effective communication and time management skills.
Discretion and sensitivity in dealing with confidential information.
Experience working directly with senior management, boards, etc.
Ability to plan, organize workload, establish priorities and work with minimum supervision.
Ability to work under pressure in a fast-paced environment.

Responsibilities

Provide calendar management - proactively and independently managing calendar conflicts and ensuring that the teams’ calendar is up to date and organized.
Provide administrative support by coordinating with internal and external stakeholders to track and respond to inquiries, track milestones, and ensure accurate and timely responses and follow-up.
Provide support in the areas of meeting logistics, organizing conference calls, agendas, meeting notes, correspondence, presentation materials and follow-up action items.
Manage and follow through with incoming and outgoing correspondence.
Track all meetings and event requests, delegating requests to appropriate team members and escalating complex inquiries to appropriate parties based on knowledge of practice/structure and work process.
Work collaboratively with the rest of the OCI staff in order to respond in a timely manner to incoming communication and requests.
Perform general administrative tasks such as filing, photocopying, and mailing.
Support travel arrangements.
Review and track emails by screening, prioritizing, and flagging. Deal with internal and external stakeholders at all levels and act as the first point of contact for general inquiries for the internal departments.
Edit and occasionally create PowerPoint presentations, Excel spreadsheets and Word reports, routine letters, and memorandums, ensuring all documents are accurate and timely.
Create and edit nightly or mission binders working with appropriate team members to create and include meeting notes, event briefs, and other relevant material.
Participate in the Administrative Team activities developing common procedures, coordinating activities, etc.
Organize and maintain correspondence and documentation of files and projects.
May be required to perform other related duties as assigned.