Continuing Education (ce) Administrative Assistant
London, ON, Canada
Job Description
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Position Summary The Continuing Education (CE) Administrative Assistant\xe2\x80\x99s main responsibilities will be to assist the Continuing Education Team in the overall planning and execution of all administrative duties as they relate to Tradeshows CE courses; Hands-on workshops both virtual and in-person; assisting with Hands-OnLine LIVE and supporting our destination conferences. This role also includes any other tasks required by the CE department as they arise. This role reports to the CE & Events Manager and has a close working relationship with the Corporate Event Coordinators, Marketing Manager - Education, as well as the entire CE Team. Accountabilities: 1. Seminar/Hands-On \xe2\x80\x93Assist and execute all aspects of CE courses. (75%)
Follow all applicable job-related ISO Procedures as outlined in the ISO training matrix. All ISO training is maintained and administered by the ISO Management Representative. Qualifications:
- Assist with booking travel and accommodations for training, seminars, and destination courses.
- Upload course content in Asana for CE marketing to create assets for program.
- Assist and research audio visual and catering needs for events.
- Create course registrations in portal when required.
- Assist with registration process, and invoicing and emailing confirmation letter to all registrants.
- Create attendee lists, surveys, and course notes for events where required.
- Prepare and send pre-event emails for attendees.
- Assemble and supply necessary paperwork and literature for registration packages for team members.
- Coordinate shipping of product and equipment from head office and/or warehouse to the appropriate CE event and organize the return shipment documentation as well.
- Participate and assist in the creation and tabulation of the attendee surveys.
- Create and provide CE accreditation letters for CE participants.
- Send Item Assembly instructions for US workshops.
- Update list of course registrants for upcoming courses for distribution to sales team each week, or more often if required.
- Handle requests for invoices and attendance letters for CE courses
- Assist with the various preparations required for destination conferences.
- Perform Mailings \xe2\x80\x93 this includes label production, inserting materials/literature in envelopes and co- ordinate mailings by external means +/or with in-house support (shipping / receiving / logistics team) as required.
- Create Mini Clinic letters of attendance and send to attendees.
- Assist CE department with other duties & tasks as they arise.
- Assist with uploading courses on website.
- Be a Back-up for Hands-OnLine LIVE administration, this may occasionally mean to work evenings and act as the liaison for Hands-OnLine LIVE programs.
- Provide CE accreditation letters for participants if required
- Receive calls and inquiries from registrants and possible registrants.
- Assist with booking travel and accommodations for training, tradeshows, seminars and destination courses.
- Enter NAV internal sales orders for US tradeshow product requirements.
- Assist with purchasing rental items approved by team (counters, chairs, electrical)
- Assist with submitting required forms for workshops, logistical requests.
Follow all applicable job-related ISO Procedures as outlined in the ISO training matrix. All ISO training is maintained and administered by the ISO Management Representative. Qualifications:
- Post-secondary Diploma in Business or Executive Assistant administration would be an asset.
- Two (2) years relevant experience within an office setting, and experience in event support planning.
- Strong proficiency in MS Office, including Word, Excel and PowerPoint plus an aptitude to quickly adapt to new custom designed software technologies.
- Strong analytical and critical thinking skills
- Demonstrated ability to pivot, manage multiple tasks and set appropriate priorities in a fast-paced setting while being able to work effectively towards agreed upon time lines
- Excellent organizational and time management skills, accuracy, and attention to detail
- Demonstrate planning and problem-solving skills to organize own work effectively.
- Carry out assignments professionally and competently.
- Demonstrate excellent verbal and written communication skills and confidence in dealing with all levels of the organization as well as with external contacts.
- Demonstrate ability to exercise independent judgment and flexibility.
- Demonstrate effectiveness in working in a team environment.
- Demonstrate a professional presence, maturity, and sensitivity in dealing with confidential issues and materials.
- Provide a willingness to work additional hours during peak times and to receive calls/emails/texts after hours during peak and deadline driven times.
- Build and develop partnerships through open lines of communication with the ability to work well and build co-operative relationships with internal and external third parties at all levels.
- Dental Background would be an asset. Bilingualism (English and French) would also be an asset.
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Profit sharing
- RRSP match
- Vision care
- Day shift
- Monday to Friday
- Commission pay
- London, ON: reliably commute or plan to relocate before starting work (required)
- Have you worked in a dental office before?
- Secondary School (preferred)
- office setting, and experience in event support planning: 2 years (preferred)
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Job Detail
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Job IdJD2129459
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IndustryNot mentioned
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Total Positions1
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Job Type:Full Time
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Salary:Not mentioned
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Employment StatusPermanent
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Job LocationLondon, ON, Canada
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EducationNot mentioned