Administrative Assistant​/Support

Position: Administrative Assistant/Support - ID: 26-103
Administrative Assistant/Support
- -103
Administrative Assistant/Support
- -103

Duration: 6 Months

Location:

Toronto, 100% onsite

Hours of Work: 40

Job Overview:

Provide comprehensive administrative support to the Corporate Governance Group in connection with the activities of the Board of Directors, Board Committees and other corporate governance matters. Prepare, process, distribute and maintain correspondence, reports, meeting materials, schedules, records and other routine, confidential and time-sensitive information for internal and external stakeholders.

Coordinate the administrative and logistical requirements for Board, Board Committee and other governance-related meetings, including scheduling meetings; maintaining calendars and meeting invitations; coordinating meeting rooms, virtual meeting arrangements and IT support; and arranging catering, accommodations, transportation and other meeting logistics. Provide administrative support during Board meetings, Board weeks, director orientation sessions and other governance-related meetings and events.

Support the preparation, organization and distribution of Board and Committee materials, including agendas, schedules, itineraries and supporting documentation. Maintain and update information and materials on SharePoint, Diligent and other governance repositories, including posting materials and coordinating appropriate user access.

Provide administrative support to directors, including coordinating travel and accommodation arrangements, meeting logistics and other administrative requirements. Prepare and administer director expense reports and supporting documentation, maintain expense tracking records, and coordinate applicable reviews, approvals and submissions.

Provide financial and administrative support to the Corporate Governance Group, including preparing and processing the Corporate Governance Group's expense reports and expense submissions, preparing and tracking accrual information, processing invoices and payments, preparing purchasing requisitions, and assisting with other expense and budget administration.

Maintain effective tracking and follow-up systems for administrative and governance activities, including monitoring deadlines, outstanding actions and recurring requirements, and following up with appropriate individuals to support timely completion.

Process routine reports, forms and administrative information, ensuring accuracy, completeness and compliance with applicable policies, procedures and records-management requirements. Maintain organized and accurate corporate governance records and coordinate the retention and disposition of records in accordance with applicable requirements.

Assist with the maintenance and periodic review of Board and Committee charters, policies, guidelines, procedures and other governance documents, including document formatting, filing, distribution and posting to applicable repositories.

Coordinate correspondence and administrative activities with executives, directors, executive assistants, external service providers and other internal and external stakeholders. Search files and records to obtain and organize information required to respond to routine requests and support the activities of the Corporate Governance Group. Liaise with other groups and external parties to coordinate administrative activities, communicate requirements and support applicable deadlines.

Provide back-up administrative support within the Corporate Governance Group as required and coordinate office, technology, access and other administrative requirements. Maintain calendars, schedules, contact and distribution information, arrange meetings and travel, coordinate visitors, maintain files and records, and support ad hoc requests and initiatives.

Qualifications:

Experience  providing Administrative Support  in a professional corporate environment, preferably supporting  senior management, executives, a Board of Directors, or corporate governance, legal  or similar function.

Requires knowledge of contemporary office and administrative practices and demonstrated proficiency with  Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint .

Requires experience with  financial and administrative processes , including  expense reporting, invoice processing, purchasing and basic budget or accrual administration . Requires sufficient numerical proficiency to review and process expense, invoice, accrual and other routine financial…