Job Description

Administrative Assistant

Department: Administration - Office Management

Employment Type: Permanent - Full Time

Location: Toronto, ON

Compensation: $60,000 - $75,000 / year

The Administrative Assistant is a key member of GS1 Canada’s team. Bringing a high degree of professionalism and discretion. The incumbent will play a key role in providing administrative support contributing to the overall success of GS1 Canada. This individual will be detail-oriented, organized, and proactive and excels at keeping tasks on track through effective time management, documentation, scheduling, and internal coordination. This role is a hybrid role, requiring in-office attendance as needed.

Key Responsibilities

• Actively manage executive calendar including identifying priorities, ensuring agendas and supporting materials are included in meeting invitations, and managing participants.
• Provides administrative and special coordination support to assigned executives, including daily correspondence, filing and follow-up, documentation retrieval, etc. as required
• Coordinates internal and external meetings and events, including travel arrangements, meeting minutes, discussion notes, reports, and set-up & clean up.
• Corresponds with key industry individuals and internal departments as required.
• Ensure departmental and management calendars are updated to ensure appointment schedules are set to maximize efficiency
• Develops and maintains a comprehensive departmental filing system
• Prepares purchase orders and expense reports as required
• Ensures departmental efficiencies in routine daily activities
• Performs various other duties as delegated or assigned.
• Collaborates across the administrative team to provide back-up support and coverage during absences as required to ensure continuity of operations
• Responsibilities may evolve based on business needs and organizational priorities, consistent with the nature and level of the position.

Skills, Knowledge & Expertise

• Minimum 2 - 3 years’ experience in administration
• High level of proficiency with MS Office Suite (Word, Excel, Outlook, PowerPoint, Internet, CRM, etc.)
• Post Secondary diploma and/or degree in related field (i.e. business administration, communications is an asset)
• Ability to meet tight deadlines and take responsibility for timely and accurate completion of tasks assigned
• Able to multitask and prioritize in a fast-changing environment
• Ability to write and develop multimedia presentations and their components
• Excellent organizational and communication skills
• Proven experience in problem solving and analytical abilities
• Takes initiative using common sense and good judgment
• Team player who enjoys and is able to multitask and prioritize in a fast-paced environment
• Bilingualism (French & English) is an asset to be able to engage with potential and existing stakeholders from across the country.
• Entrepreneurial spirit, requiring flexibility to changing needs