Job Description

We are seeking an Administrative Specialist to join our dynamic team and provide comprehensive administrative support across multiple departments including administration, education & training, and membership engagement. The ideal candidate will excel in organization, communication, and financial management, while also demonstrating the ability to handle diverse responsibilities with efficiency and professionalism. If you are a proactive self-starter with strong attention to detail and a commitment to excellence, we want to hear from you.

Responsibilities:

Administrative Department:

• Take minutes at committee and Board meetings, prepare minutes, and distribute them promptly.
• Schedule meetings and organize facilities when necessary.
• Assemble Board Reports and compile PDF packages with appropriate content and links.
• Order and stock office supplies, ensuring all office systems are functional and supplies are available.
• Run office errands and schedule/monitor office cleaners.
• Handle invoicing for tenants and provide necessary support as per contracts.
• Perform daily deposits and reconcile Moneris and Stripe payments.
• Manage accounts receivable.
• Handle group insurance, company pension contributions, payroll, ROE, vacation & sick time tracking, bill payment, invoicing, and database management.
• Maintain and ensure the functionality of the postage meter and photocopier.
• Manage book sales, including ordering books, tracking inventory, and pricing.
• Handle file management, documentation, and mail.

Education & Training Department:

• Organize training sessions, workshops, and seminars by coordinating with trainers, participants, and venues.
• Handle communication-related to training programs.
• Maintain training records and databases.
• Arrange travel and accommodation for trainers.
• Assist in the preparation of training materials.
• Provide technical support during training sessions.
• Assist in collecting and analyzing feedback from participants.
• Perform general administrative tasks to support the training department.
• Ensure compliance with relevant regulations and company policies.
• Assist with special projects or initiatives related to training and development.

Membership, Industry Engagement & Event Responsibilities:

• Follow up on membership dues and update member information as needed.
• Ship member items and maintain membership data.
• Manage product sales and shipping.
• Onboarding members and data entry
• Support events through venue rentals, catering, and promotion.
• Attend events as needed.