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Administrative Assistant/Office Manager(start asap)

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dieperdors

Administrative Assistant / Office Manager

 

Provide administrative support to two consultants. At MarchFifteen Consulting, we help advance business through people. The consultants provide a range of different services which includes psychological assessments, group facilitations, talent management programs and one-on-one executive coaching.

 

You will provide administrative support to two Partners and support/lead the general management of the office, ensuring that the whole team has a well-stocked and happy place in which they can work. 

 

MarchFifteen is a small company where people often work closely together. It is a tight knit environment, where everyone is appreciated and given time to be heard. You will be a respected and valuable part of our team. We are looking for someone with high energy, takes initiative, aligns actions with our core values and can effortlessly adapt to ever-changing circumstances. We look forward to meeting you! 

 

Job Description

Administration / Documentation (20%)

  • Proof read documents for consultants – ranging from long proposals, short emails , training/facilitation materials
  • Format into correct standard format using Microsoft office – Word, PPT and Excel
  • Maintain up to date records of all current, completed and outstanding work and projects
  • Track proposals sent, work completed, invoices sent and payments received
  • Maintain up-to-date contact lists
  • Provide consultants and clients with any documentation or information requested including documentation for meetings
  • Conduct research on behalf of consultants
  • Transcribe meeting/session notes
  • Draft meeting/session agendas 
  • Manage RFPs – search for issued RFPs, assist in completing RFPs, track RFP progress and follow up with submitted proposals
  • Update sales list after each sales meeting
  • Assist in creation of marketing materials
  • Assist with application process for nominations, awards and speaking engagements

 

Scheduling (25%)

  • Assistance with coordination of consultant’s scheduling – meetings, coaching sessions, team sessions, networking events, etc.
  • Making sensible judgements regarding management of the calendar, avoiding overlap 
  • Maintaining up to date follow up list  
  • Send check-in and follow up notes on consultant’s behalf
  • Schedule team meetings, sales meetings, team outings and knowledge club

 

Assessment (25%)

  • Scheduling candidates for assessments
  • Providing candidate with background information and answer any questions 
  • Setting candidate up on all requested psychometric questionnaires 
  • Providing documentation for all other aspects of assessment 
  • Ensuring candidate is comfortable throughout the day 
  • Tracking and following up on completion of questionnaires
  • Administering assessments (both in-person and remotely)
  • Providing consultant with candidate data 

 

Office Management (10%)

  • Maintaining an efficient filing system – both hard copy and electronic
  • Confidential shredding of dated confidential and/or private information
  • Stocking office supplies and ensuring office space is clean 
  • Mailing/shipping items (ex. documents, “Thank You” cards, flowers, etc.)
  • Liaise with building management and maintenance when required
  • Support the coordination of office moves, furniture delivery, removal etc.

 

Billing/Accounting (10%)

  • Assistance in compiling consultant’s monthly billing and expenses
  • Providing accountant with all necessary information 
  • Forward received invoices for payment
  • Maintain organized filing system for all accounting items including: invoices, billing, expenses, bank statements

 

Technology (5%)

  • Blog – schedule blog posts, write introductions to blogs when needed, liaise with guest bloggers, post blogs
  • Update social media (Twitter, Facebook) 
  • Respond to blog and social media comments/interactions
  • Provide consultants technical support 

 

Misc. (5%)

  • Travel arrangements and making reservations
  • Event coordination (anniversary parties, learning events, art events) – send invites, track RSVPs, organize food and drink, set up event, clean after event
  • Coordinating art displays – confirming artists for exhibits, correspond with artists, schedule set up and take down of art, manage art purchases.

 

Qualifications / Skills Required

  • Bachelor degree – preferably in Business/Administration,  Psychology or Human Resources Management 
  • Previous experience in senior administrative position
  • Experience in Psychological assessments / an interest in Psychology an asset 
  • Highly technical skills - in Microsoft Word, Excel, Powerpoint as well as all Google functions
  • Good technical skills – understanding of social media, blogging 

 

  • Extremely rigorous and detailed oriented is key
  • Proven ability to effectively prioritize work flow
  • Excellent interpersonal, written and oral communication skills
  • Ability to exercise good judgement, show initiative and be proactive
  • High standards of ethics and ability to ensure and protect the confidentiality of sensitive and private information

This is a full time position. Need to start as soon as possible. Must be able to work in Canada and have permanent residency.

Please contact: Craig Weaver

 MarchFifteen Consulting Partner

cweaver@marchfifteen.ca

322 King Street West, Suite B

Toronto, ON, M5V 1J2

 

Edited by dieperdors

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dieperdors
Posted (edited)

Hi everyone this job is filled. Thank you!

Edited by dieperdors

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