Administrative Assistant III
- Contract Length: 6 Months
- Location: Toronto, ON M2J 1P8
Raise is currently hiring a contract team member on behalf of our client. They’re expanding their team to meet growing needs, making this a unique opportunity to work with an industry leader.
Job Overview
The Administrative Assistant III plays a critical support role to the Director(s) of Human Resources, significantly impacting the effectiveness of the Director and the HR team. This position involves coordinating diverse activities, managing complex schedules, and providing comprehensive administrative support to ensure the smooth operation of the department.
Key Responsibilities
- Coordinate and maintain all day-to-day administrative functions, serving as a key support to the Director(s) of Human Resources.
- Manage interactions with senior leaders and executives, both internally and externally, and their support staff.
- Anticipate the needs of the Director(s) and coordinate, research, delegate, compile, and organize work to meet those needs.
- Independently manage the Director(s)' time with significant discretion, referring calls and questions to appropriate areas.
- Prepare correspondence, documents, presentations, meeting minutes, and other reports, including tracking and reconciling expense reports.
- Assist in the preparation and maintenance of the annual budget as requested.
- Provide administrative support, including managing travel, conference reservations, event planning, calendar management, and arranging business meetings.
- Handle regional office requirements such as mail distribution, event coordination, ordering office supplies, and meeting external guests.
- Provide back-up support for other administrative assistants as needed.
- Additional responsibilities may be assigned as needed.
Qualifications
- Administrative certification or equivalent experience in spreadsheet/database management, accounting, business math, and business communications.
- Minimum of five (5) years of secretarial/administrative work experience.
- Ability to manage and coordinate multiple calendars.
- Excellent interpersonal skills and the ability to work with employees at all levels within and outside the organization.
- Strong knowledge of company databases, enterprise structure, and standard operating procedures.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), SharePoint, and cloud-based applications such as Workday.
- Experience in preparing and revising documents for senior and executive leaders, including presentation preparation.
- Ability to prepare correspondence with excellent grammar, spelling, punctuation, and proofreading skills.
- Ability to create and manage materials at the Board level.
- Ability to handle confidential information professionally, including HR matters, company materials, and financial matters.
- Strong organizational skills and the ability to prioritize, organize, and coordinate work effectively.
- High level of discretion, tact, and diplomacy in dealing with internal and external contacts.
- Flexibility to adjust work hours to support and accommodate the Director(s) as needed, including evenings and weekends.
- Ability to communicate efficiently with Directors primarily through email/electronic correspondence.
- Ability to collaborate and work with the administrative assistant team.
- Ability to work independently with minimal supervision and manage multiple tasks using efficient time management skills.
- Ability to network and use a variety of internal and external resources in a fast-paced and demanding work environment.
- High degree of attention to detail, problem-solving, and organizational skills.
Preferred Qualifications
- College degree preferred.
- Prior experience supporting executive-level personnel is preferred.
- Experience with Workday is considered an asset.
Looking for meaningful work? We can help
Raise is an established hiring firm with over 65 years of experience. We believe strongly in making the world a better place through work, which is why we’re a certified B Corporation and donate 10% of our profits to charity.
We strive to build teams that reflect the diversity of the communities we work in. We encourage all qualified applicants to apply, including people from traditionally underrepresented groups such as women, visible minorities, Indigenous peoples, people identifying as LGBTQ2SI, veterans, and people with visible/nonvisible disabilities.
We have a dedicated webpage for accommodations where you can learn more about what we offer, and request accommodation: https://raise.jobs/accommodations/
In order to submit candidates for roles, our clients will sometimes require personal information to confirm the identity of applicants and their legal status to work. Raise will never ask you for personal or banking information unless you have been selected for a job. If you are ever unsure about the legitimacy of this or another job posting by Raise (or have any other questions), please contact us at +1 800-567-9675 or hello@raiserecruiting.com
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