| Job Description: |
Minimum Requirements:
• Minimum of 1 year administrative experience.
• Bachelor's degree or equivalent work experience.
• Self-starter, able to take initiative and ownership of projects and see them through to completion with little supervision
• Must be able to multi-task and handle time-sensitive projects and prioritize workload to complete projects in fast-paced, deadline driven environment in a timely manner
• Must be able to handle highly confidential materials with discretion and handle sensitive matters discreetly
• Excellent written and verbal communications skills, including thorough knowledge of grammatical rules, spelling, and punctuation; solid proofreading and editing skills.
• Advanced skills in Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Adobe, etc.)
• Excellent problem solving, decision making, organizational and time-management skills
• Professional appearance with positive attitude
• Ability to problem solve and handle administrative responsibilities with minimal supervision
• Must be comfortable interacting with all levels of the organization and the Board of Directors
• Must be able to independently handle problems and changing priorities
• Must be willing to work some overtime
• Must be very organized and have strong attention to detail
Job Description:
Role Overview
Independently provides administrative support to the Assistant Corporate Secretary using a high degree of initiative, discretion, confidentiality, diplomacy, professionalism, flexibility, accuracy and knowledge of protocol.
Job duties include, but are not limited to:
• Typing and proof reading various documents.
• Answer phone calls in a professional manner and, after consulting with the Assistant Corporate Secretary, complete requests independently, email phone messages to the Assistant Corporate Secretary and follow up to ensure that appropriate action has been taken.
• Assist with coordinating and setting up meetings, conference calls and video conferences, arranging for facilities, equipment, and catering. This includes assisting with the preparation and distribution of notices, Board Books, etc.
• Ability to prioritize action items and follow up through the completion of such items.
• Keep abreast of key issues, commitments and priorities of the Assistant Corporate Secretary.
• Assist with the preparation and set-up of Board meetings (on and off site).
o Assist in the completion, printing and distribution of Board Books.
o Coordinate ground transportation for the Directors.
o Stage the Board room for meetings.
o Arrange for any video conference and/or conference calls in the Board room.
o Assist Directors with any issues that may arise (changing of travel plans, printing boarding passes, printing of documents, etc.).
o Manage any guest speakers for the Board Meetings.
o Manage and coordinate catering staff and catered food.
o Manage incoming requests/messages for Directors and Executives.
• Meet and greet the Directors and other high-level executives.
• Maintain the Corporate Calendar and Legal Non-Litigation Calendar Databases
• Manage security access and greet and interact with incoming visitors
• Maintain and organize Corporate Secretary files (Iron Mountain and internal filing)
• Maintain RR Donnelley binder
• Manage and order supplies for the Board Meeting as well as for the Assistant Corporate Secretary.
• Arrange for Special Couriers (FedEx/Western Messenger/etc.)
• Liaise with internal staff at all levels and interact with external clients
• Maintain discretion and the highest level of confidentiality at all times
• Responsible for filing of confidential files
EOE M/F/D/V
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