Administrative Assistant

The International Group, Inc.; Toronto; On-site; CAD 45,000 - 55,000; Full time

Job summary

A leading firm in document control is seeking an experienced Administrative Assistant and Document Control Coordinator in Toronto, Ontario. This role requires managing confidential files, coordinating executive activities, and ensuring compliance with ISO documentation standards. The ideal candidate will have over five years of administrative experience, excellent communication skills, and proficiency in Microsoft Office. The position offers a challenging environment where attention to detail and the ability to work under pressure are essential.

Qualifications

• 5+ years of administrative assistant experience.
• Excellent verbal and written communication skills.
• Ability to work independently and collaboratively.

Responsibilities

• Coordinate Company Executives' activities and manage documentation.
• Review and distribute corporate documents for ISO compliance.
• Process expense reports and manage legal files.

Skills

Administrative experience

Verbal communication

Written communication

Organizational skills

Ability to maintain confidentiality

Microsoft Office

Detail-oriented

Self-motivated

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Administrative Assistant and Document Control Coordinator

IGI is seeking a detail-oriented Administrative Assistant and Document Control Coordinator. The role Administrative Assistant and Document Control Coordinator is responsible for a number of processes aimed at maintaining confidential files, contracts and documents critical to the organization’s success. This individual also coordinates activities involving the Company Executives, including Board and Management Meetings.

Responsibilities

• Corporate ISO Document Control Coordinator, review documents, send for approval to responsible parties, posting and distribution of documentation to the internal drives and updating the master list.
• JD E1 updates and inquiries for internal Product Spec Sheets. Generation of Spec Change Letters to Customers.
• Assigning all new IGI product codes for commercialization or initial revisions. Back up for TIS/MSDS.
• Posting updates to Company websites and Terminal Libraries.
• Coordinate events for the Company, Board Meetings, Sales and Management meetings.
• Trademarks / Patents – review, dealing with all inquiries and billing.
• Maintain confidential files. Distribute mail.
• Maintain office supplies and courier shipments for the executives.
• Maintain meetings rooms and order lunches as required.
• Manage files associated with legal actions and communicate with legal and insurance representatives as needed.
• Process expense reports for sales personnel. Arrange for approval and reconcile with receipts. Arrange for payment.
• Coordinate requests for charitable donations.
• Coordinate travel for executives as required.
• All other projects as assigned.

Required Qualifications

• Five (5) years administrative assistant experience
• Ability to maintain confidentiality.
• Excellent verbal and written communication skills.
• Detail orientated with a high standard of accuracy.
• Self-motivated with good organizational skills.
• Ability to prioritize multiple tasks, work well under pressure, and meet deadlines
• Thorough knowledge and experience of Microsoft Office, including, Outlook, Word, Excel and PowerPoint.
• Ability to work independently and collaboratively in a fast-paced environment.