Administrative Assistant
Retirement Solutions
Toronto, ON
Full time

The Administrative Assistant provides administrative support to the Consulting practice area, which includes the Pension, and Health and Benefits Consulting Teams.

Responsibilities:

• Prepare invoices and enter into system (JD Edwards), follow up with consultants as necessary to meet tight deadlines
• Prepare written correspondence, labels, and mail merges; arrange couriers.
• Proof read and format reports and client deliverables.
• Format PowerPoint presentations for consultants for client meetings and seminars, and ensure copies are printed or put on a USB; arrange audio-visual equipment as necessary.
• Transcribe correspondence, reports and other documents from hand-written notes and/or voice messages.
• Attend meetings, take and distribute meeting minutes
• Act as a resource and subject matter expert for database (CRM)
• Provide general administration, including faxing, photocopying, scanning documents, filing, archiving, and ordering supplies.
• Open, sort, and distribute group mail.
• Manage the office equipment and liaise with Informational Technology to ensure equipment and internet services are fully functional at all times.
• Organize the day-to-day schedule of Partners and Principals
• Manage multiple calendars in outlook
• Send meeting invitations, organize meeting facilities, and order food/beverages if necessary
• Coordinate spacing requirements and logistics for new hires
• Assist Consultants with membership renewals, conference registrations
• Book travel and hotel arrangements for internal team members.
• Submit expenses for team members, as required
• Track budget, purchase orders and expenses
• Devise ways to continuously improve team operations
• Assist with special projects, as required.
• Provide administrative support for the Consulting team as required, working as a team with other Administrative Assistants

Qualifications:

• The ideal candidate requires a two-year diploma preferably in Business or Office Administration along with a minimum of three (3) years’ experience as an administrative assistant.
• High proficiency in Microsoft applications, particularly PowerPoint, Word, Excel and Adobe Acrobat are essential, as well as comfort using the internet as a research tool
• Strong mathematical skills are essential, comfort with accounting principles is an asset
• Familiarity with JD Edwards billing system is an asset
• Comfort in a fast paced environment is vital. Candidate must be detail-oriented and work must be highly accurate.
• Ability to prioritize requests, juggle multiple tasks and handle rush situations
• Flexibility to come early or stay late if required due to client commitment.
• A dedicated and flexible team player with a high energy level and solid organizational abilities. In addition, the candidate must possess a high degree of professional maturity, and be mindful of the significant degree of confidentiality required in this position.
• Organizational and time management skills must be excellent in order to coordinate and track schedules, projects and activities.
• Professionalism and high regard for confidentiality is a must, to allow the candidate to effectively interact with all levels of the organization.