Administrative Assistant - Toronto, Canada - Toronto Real Estate Board

Description

The Administrative Assistant is responsible to provide administrative support for all educational and professional development programs offered to TRREB Members and Brokerages.

This includes working closely with the Professional Development team to provide course-management and logístical support to ensure a smooth operation and an excellent learning experience.

In this role the incumbent is required to assist in the planning, organization, coordination, marketing and administration of all professional development seminars and programs, including workshops, designations, outreach, off-site sessions, the New Member Orientation Program, e-learning, etc.

This encompasses creating reports and correspondence, updating program materials, coordinating trainers, managing course calendars, scheduling meetings, and preparing meeting minutes.

The position requires a highly organized, self-motivated and experienced professional that is able to juggle multiple and diverse responsibilities with unwavering attention to detail.

• Act as first contact by answering, screening and directing incoming calls, regular and electronic mail and onsite requests from Members, Brokerages, instructors, etc.
• Ensure that all necessary equipment and materials are available and in working order in advance of course start times.
• Proactively respond to questions, concerns and requests for information from TRREB Members and other departments, ensuring that all inquiries and requests are responded to promptly and in a professional manner.
• Arrange and schedule meetings, including coordinating conference calls, video conferencing, room bookings, preparing meeting materials, arranging catering, etc.
• Maintain the professional development training schedule, in conjunction with the Professional Development team, and ensure that all details of the sessions are properly documented in the Member registration system and all other communication vehicles.
• Oversee the logistics of internal and external professional development sessions and events, including arranging catering, room setup, equipment and course materials.
• Collect, monitor, maintain and process course attendance, notifying management and thirdparty providers of all necessary attendance information and coordinating course cancellations and cancellation notices, as required.
• Assist in sourcing, contracting and scheduling course instructors, ensuring a regular refresh of new instructors and course material, within appropriate budget parameters.
• Work with Brokerage office representatives and instructors to facilitate all Outreach sessions, including providing all course material and registration documentation prior to the sessions, as well as liaise with Brokerages to employ thirdparty speakers.
• Liaise with instructors to ensure all changes and updates to the course material have been made in advance of the course session date.
• Provide administrative support by preparing written and electronic correspondence, settingup and maintaining paper and electronic filing systems for the department, sending reminders to instructors prior to every session, maintaining/updating course catalogue and speaker bios, etc.
• Submit all updated course materials for proof reading and approval prior to print, to ensure that TRREB standards are met with regards to content and branding.
• Identify, resolve and/or escalate issues that arise, as required.
• Track and summarize data related to the professional development program and maintain appropriate reports as required.
• Maintain monthend analysis of Professional Development sessions and variances.
• Participate in new course approval and evaluation activities.
• Coordinate the marketing and promotion of the professional development program, in conjunction with the Communications team.
• Coordinate both onsite and offsite professional development sessions, ensuring appropriate meeting facilities and resources are arranged and in place.
• Process invoices received for all facility rentals, speaker fees, royalty fees, etc. for payment, including obtaining proper authorizations prior to payment.
• Assist the Membership Department with TRREB's New Member Orientation Program to confirm noncompliance and help out with corrective action as required.
• Create and maintain a highly organized and userfriendly library of professional development resources for future reference.
• Provide support in the planning and organizing of the Learning Hub portion of the annual REALTOR QUEST Trade Show and Conference in partnership with the Senior Manager, Professional Development.
• Provide administrative support to the Professional Development Committee and any other related committees as required.
• Record and prepare minutes for Professional Development C