Administrative Assistant

Job title: Administrative Assistant

Job description: =Client Engagement=

● Complex calendar management includes a comprehensive knowledge of Executive Director’s workload and is aware of priorities and sensitivities in order to assist with arranging meetings and in meeting deadlines.

● Is able to confidently liaise with the Executive Director.

● Act as a point of contact for the Executive Director and Toronto FAA, offering assistance and demonstrating an ability to obtain key information.

● Proactive diary management including coordinating and arranging meetings ensuring the Executive Director has all the necessary documentation and details required ahead of meetings.

● Document production: including preparing correspondence and amending documents.Proof reads work to ensure an accurate and high standard is maintained, demonstrating strong technical skills and a good eye for presentation.

● Demonstrate a full understanding of internal systems and policies

● General administrative support including photocopying, printing and scanning

=Communication=

● Communicate confidently and effectively in a professional manner at all times.

● Initiate communication on a daily basis with the Executive Director to ensure a high level of awareness of current priorities and support required.

● Communicate and share knowledge with the team and proactively communicate with line managers on issues of workload and any other difficulties.

=Business Development=

● Manage contacts in Outlook and Connect for fee earners and assist in client development outreach

● Assisting with the production of marketing, including production of pitches, presentations and maintaining up-to-date CVs.

● Assist with client events as and when required.

=Competencies=

● Excellent communication skills, both written and oral with an ability to interact at all levels.

● Excellent organizational skills and attention to detail.

● Excellent interpersonal skills with the ability to build relationships with key stakeholders and clients.

● Ability to demonstrate absolute discretion with sensitive and confidential information.

● Independent self starter able to problem solve and take full ownership of assigned tasks.

● An enthusiastic and committed approach, whilst remaining flexible and proactive at all times.

● An ability to work well in pressured situations while maintaining a professional attitude.

● Able to work fast, accurately and to tight deadlines.

● Ability to prioritize tasks, conflicting demands and deadlines and act on own initiative.

● A strong team player with an ability to form supportive relationships throughout the firm.

● Adaptable and open to change.

● Willingness to broaden experience and develop skills further.

Job Requirements: Associates degree/Bachelor’s degree

3-5 years of experience in the legal or professional services industry including partner support Advanced technical skills and excellent knowledge of Microsoft Office including Word, PowerPoint, Outlook and Excel.

Educated to degree level; with considerable experience in professional organisations (legal, accountancy, technology, consultancy)

Extensive hands-on end-to-end event management experience in a professional corporate environment, including international conference management and high-end client events and hospitality

Strong emotional intelligence and creativity; independent thinking and execution; demonstrably mature professional judgment in areas such as relationship management, event risk assessment and venue management

Excellent teamworking and collaboration skills, with the ability to build strong relationships internally and externally with clients and suppliers

Strong multi-tasking and project management skills; demonstrated capabilities to manage people, multiple deadlines and changing project criteria with meticulous attention to detail and resilience under pressure

Effective negotiation and budgeting skills – able to plan, manage and track costs to deliver against a budget

Excellent written, presentation and oral communications skills, with demonstrated excellence in grammar and proofreading

Extensive working knowledge of Microsoft Suite software (Word, Powerpoint, Excel) and strong experience of using:

virtual event technology and delivery platforms

online delegate registration websites

Ability to work flexibly in a fast-paced environment and deliver against tight deadlines and high expectations

Strong experience of supervising, coaching and delegating to others

Natural curiosity and propensity to learn; enthusiasm to build skills and responsibilities as a trusted expert and advisor to the business

Excellent teamwork and collaboration skills, with the ability to build strong relationships internally and externally with clients and suppliers

Strong multi-tasking and project management skills; demonstrated capabilities to manage people, multiple deadlines and changing project criteria with meticulous attention to detail and resilience under pressure

Effective negotiation and budgeting skills – able to plan, manage and track costs to deliver against a budget

Excellent written, presentation and oral communications skills, with demonstrated excellence in grammar and proofreading

Extensive working knowledge of Microsoft Suite software (Word, Powerpoint, Excel) and strong experience of using:

virtual event technology and delivery platforms

online delegate registration websites

Click Here to Apply

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