Association and Membership Administrative Assistant

Position: Association and Membership Administrative Assistant (full-time)
Location: Carlton Street & Yonge Street, Toronto

Our association management company is looking for an Administrative Assistant to provide support in a broad range of areas. The successful candidate is a self-starter, takes direction and works well with others; is exceptionally organized and has a broad range of high-level office skills, including solid computer skills. Experience working in a small office or a non-profit setting will be an asset.

Responsibilities

Act as an administrative assistant for the association management company and client associations. This includes:

  1. General administrative duties, to include:
    1. Act as the point of contact for clients, vendors, and staff.
    2. Answer and direct phone calls.
    3. Organize and schedule appointments, in-person and online.
    4. Plan meetings and take detailed minutes.
    5. Write and distribute emails and correspondence (memos, letters, forms).
    6. Assist in the preparation of regularly scheduled reports.
    7. Develop and maintain a filing system.
    8. Update and maintain policies and procedures.
    9. Process memberships and maintain databases.
    10. Book travel arrangements.
    11. Submit and reconcile expense reports.
    12. Support for conferences/events, including managing the registration and housing lists.

Qualifications

  1. Bachelor’s degree or Community College diploma/certificate in a related field.
  2. Proven experience as an Administrative Assistant.
  3. Superior organizational and communication skills, tact, diplomacy, and sound judgment.
  4. Superior knowledge of Microsoft Office, Adobe Professional, Survey Monkey, Constant Contact, and website maintenance.
  5. Experience with QuickBooks online and online vendor payments (e.g. RBC Express).
  6. Excellent time management skills and ability to problem solve and troubleshoot.
  7. Self-starter with the ability to work independently and as part of a team.
  8. Strong organizational skills with the ability to multi-task.
  9. Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.
  10. Excellent command of English grammar;  written and verbal communication skills.
  11. French skills in reading and speaking are an asset.

Diversity

Diversity is a core value at Association and Events Management International. We are passionate about building and sustaining an inclusive and equitable environment for all. We lead with our values and beliefs that enable team members to develop their potential, bring their whole selves to the workplace, and engage in a world of inclusion. We know that having varied perspectives helps generate better ideas to solve the complex problems of a changing and increasingly diverse world.

If you are interested in this position and an opportunity to grow, please send your cover letter and resume/CV to careers@aemanagement.ca.