Job Description

The opportunity: Secretariat Central is a

creative and dynamic

Association Management Company (AMC) that manages all aspects of not-for-profit healthcare associations and charities. We know that our people are our greatest asset and we are looking for a team player who wants to help make our clients successful (so they can make healthcare in Canada better!) and be an essential part of a growing company for the long term.

This is a growth position with great potential for advancement and learning and the opportunity to travel! We promote from within and this job is the entry into a great future!

We pride ourselves on providing a great work environment, a beautiful office, lots of free parking, close to all major transportation, flexible benefits, summer hours, healthcare allowance, bonus paid days off, your birthday off and more! *Note that this is an in-person position working 9 am-5 pm, Monday to Friday, in Markham Ontario. As you are promoted, you will be entitled to work remotely or hybrid.

Please send your resume plus a cover letter telling us why you are the right candidate for this position. Applications without a cover letter will NOT be considered.

Your job will be to:

1) Provide administrative support to the Events Team as needed, including:

Event registration administration

Email and phone communication with delegates and speakers

Record meeting minutes and coordination of committee meetings

Maintain inventory of event supplies and equipment

Source and coordinate print items; including shipping

Maintain and update websites

Create marketing materials, publications and artwork for clients; manage all commercial printing

Assist with programming registration and abstract forms in conference software

2) Perform Office Administration:

Answer and direct calls on 8-line phone system with 30 extensions; set up new extensions and mailboxes as needed. Don't be afraid: The phone doesn't ring very often

Main contact for internal computer issues; ordering of new equipment and maintaining computer inventory

Source and manage new suppliers when required

Coordinate all incoming and outgoing mail and shipments

Ensure the office space is kept well-organized and functional for staff

Order supplies, manage inventory levels

Ensure guests are welcomed appropriately, boardroom table and kitchen is always kept clean, dishwasher loaded/unloaded

Perform other duties as assigned by the senior management team

3) Provide administrative support for other areas as needed, including:

Perform overflow and support work for Secretariat Central staff

Qualifications:

1 year of experience where you demonstrated exceptional administrative and coordination skills and a commitment to customer service excellence (even if volunteer)

- 1 year of experience in event planning and coordination (volunteer or specific education in event planning would be considered as experience)

Ability to work independently and as part of a team; interact with internal and external contacts and respond to and follow up on their requests

Self-motivated with ability to prioritize, multi-task and demonstrate excellent time management and customer-service skills

Must be tech savvy (i.e. respond when phone lines are down and Internet is out), learn new software as needed

Excellent written and spoken English and a happy, friendly demeanor

Ability to work under tight timelines and with limited guidance in an ever-changing environment

Superior interpersonal skills to work with the staff and clients

Ability to take concise meeting minutes and prepare reports

Excellent knowledge and experience with the following: Word, Excel, PowerPoint, Outlook, social media, and design software (i.e. Publisher, Canva, etc). Ability to update websites an asset

Must be able to work occasional evenings and weekends and be able to travel occasionally (lieu time is provided)

Experience working with an association, association management company, not-for-profit or healthcare organization an asset

Diploma in office administration or event planning an asset; fluency in French an asset

Please note that our office has 20 stairs that must be climbed daily and no elevator is available.*

Secretariat Central is an inclusive employer and welcomes applications from all candidates regardless of their race, national or ethnic origin, colour, religion, age, gender, sex, sexual orientation, marital status, family status, or disability.

Job Type: Full-time

Job Types: Full-time, Permanent

Pay: $36,000.00-$40,000.00 per year

Benefits:

Casual dress Company events Dental care Disability insurance Employee assistance program Extended health care Life insurance On-site parking Paid time off Tuition reimbursement Vision care
Schedule:

8 hour shift Monday to Friday
Ability to commute/relocate:

Markham, ON L3R9X9: reliably commute or plan to relocate before starting work (required)
Application question(s):

What makes you a good candidate for this position? Are you legally allowed to work in Canada?
Experience:

Administrative: 1 year (required) Event planning: 1 year (required)
Work Location: In person