Administrative Assistant – Ceo’s Office

Full Time Corporate Office - Richmond Hill Posted 3 weeks ago

Position Summary

The incumbent provides administrative support to the COO and Senior Management team.

Responsibilities

Coordinate agendas for Senior Management and Committee meetings; compose minutes and manage their distributions.

• Review MSF generic email inbox and redirect messages to appropriate personnel for review and/or follow up.
• Develop and maintain filing systems, both paper and electronic, for ease of access.
• Assist Annual General Meeting and Committee meetings, draft agenda, compose and distribute meeting materials, prepare minutes, scripts, presentation materials, handouts, approve items and other supporting documents, as well as follow up on action items when required.
• Any other duties that may be assigned from time to time.
• Provide information to IT for updates of MSF website e.g. updates of staff contacts and Board members.
• Liaise with internal and external groups; coordinate, prepare and distribute accomplishment of deliverables for meetings.
• Assist in the coordination of programs, activities, special events or corporate records, as assigned.
• Maintain and order office supplies and stationery for the CEO office as required.

Qualifications

• Proficiency in Microsoft Office, with a strong emphasis on Excel, Outlook, Word and PowerPoint.
• Excellent written and oral communication skills in both English and Chinese.
• Must be able to maintain flexible work schedule to allow attendance of meetings and events in evenings or on weekends, as required.
• A valid driver’s license with access to a reliable vehicle.
• Excellent time management and multi-tasking skills, with attention to detail.
• Knowledge of Committee settings and procedures.
• Post-secondary education in Business Administration, or a relevant discipline, is required.
• Experienced in scheduling and coordinating meetings as well as preparing agendas and taking minutes.
• Highly developed interpersonal skills, with demonstrated ability to interact and communicate with all levels of the organization and an excellent telephone manner.
• 1-2 years of working experience in an administrative role is an asset.
• Ability to exercise discretion and judgment, with a high degree of initiative and able to meet deadlines.