Senior Administrative Assistant Hybrid - Toronto, Canada - Vertex

Description

Job Description

General Summary:

The Senior Administrative Assistant provides experienced office/business support to a department. The Senior Administrative Assistant generally reports directly to a(n) Country Manager, Executive Director or Vice President-level manager.

This position is a Hybrid role that requires three days per week in office.

Key Duties and Responsibilities:

• Manages calendars for assigned personnel, including meeting scheduling (both internal and off-site meetings), accepting/declining invites, meeting prioritization, securing conference rooms, ordering catering and "day-of" logistical and administrative support
• Serves as a departmental resource for Vertex's internal technologies (i.e; Procurement, SharePoint, Concur, Vertex U, VLearn, etc.)
• Exchanges and integrates information from stakeholders into departmental reports
• Books flights/hotels, completes expense reports, and arranges team lunches/dinners and offsite meetings for assigned personnel
• Coordinates and helps prepare meeting materials, including meeting agenda preparation/distribution, collecting/printing meeting pre-reads, minute- or note-taking and assembling/editing PowerPoint presentations
• Processes group purchase orders, invoices, and contracts
• Assists with visitor registration, including pre-registering and escorting visitors
• Assists with the onboarding of new personnel into the department
• Ensures seamless day-to-day physical operations of the site/office to include: inventory control of office supplies; office support services via coordination with IT and Operations & Facilities staff on computers, phones, and office equipment; and establishing a pleasant and productive atmosphere for employees and visitors.
• Reviews and tracks office budget, may assist with resource planning/allocation for the site
• Operates with a high level of discretion and tact to protect the confidentiality of Vertex initiatives undertaken at the site/office

Knowledge and Skills:

• Established knowledge of Microsoft Office products
• Developed time management skills and organizational skills to prioritize work and/or multi-task
• Keen attention to detail
• Discretion to handle sensitive and confidential correspondence

Education and Experience:

• Typically requires high school or secondary school education
• Typically requires 2 years of administrative experience, or the equivalent combination of education and experience