Ref. No. : 114182
Position : Senior Administrative Assistant, Human Resources
Location : Newmarket (travel required to local branches in York Region from time to time)
Salary : $65,000 - $75,000
Hybrid : In office based on business needs
Additional Benefits : Health and dental benefits, shortened summer hours, mileage reimbursement
Quantum is currently seeking a Senior Administrative Assistant in Newmarket to provide administrative support to a Director and HR Management team with our non-profit client.
This is a 16-month fixed term contract position.
Responsibilities :
- Manage complex calendars, schedule meetings, and arrange conference calls with stakeholders.
- Prepare meeting agendas and minutes, ensuring effective documentation of action items and decisions.
- Draft professional correspondence, reports, and presentations.
- Maintain organized records and facilitate efficient workflow using tracking tools and databases.
- Coordinate travel arrangements, including itineraries, expense reports, and reimbursements.
- Organize team meetings and events, overseeing logistics like meals and venue arrangements.
- Represent the Senior Team with discretion and diplomacy in interactions with stakeholders.
- Prioritize multiple sensitive projects, ensuring deadlines and objectives are met.
- Collaborate with administrative assistants and service providers to streamline operations.
- Handle purchase orders, invoices, and departmental purchases accurately.
- Assist with internal communications, newsletters, and announcements.
- Manage the Director’s communications, screening calls, and responding to emails.
- Anticipate the Director’s needs and prepare necessary materials for meetings.
- Provide back-up support to the CEO’s office and the Board of Directors as needed
Requirements :
- At least 3-5 years of experience working at Senior / Executive Administrative level.
- Experience working with a non-profit / government organization a big plus.
- Previous experience working in a HR department is an asset.
- Highly proficient with Microsoft Office (Word, Excel, Outlook, PowerPoint, SharePoint).
- Excellent written and word processing skills.
- Critical and forward thinker who is comfortable proposing new ideas.
- Flexibility to travel to other office sites based on business requirements.
- Adobe Pro skills required.
Please send your resume in Word format to Rory Colgan at .
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