Administrative Assistant/Support - ID: 26-103

S.I. Systems Ltd.; Toronto; On-site; CAD 42,000 - 56,000; Full time

Job summary

S.I. Systems Ltd. in Toronto is seeking an Administrative Assistant/Support for a 6-month, 100% onsite assignment to assist the Corporate Governance Group with board-related duties.

You will prepare, process, distribute and maintain confidential information, agendas and materials for directors and committees. The role requires strong Microsoft 365 proficiency and excellent communication, organizational, and time-management skills to coordinate travel, meetings, and expense reporting.

Qualifications

• Experience providing administrative support in a professional corporate environment.
• Proficiency with Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
• Experience with expense reporting, invoice processing, purchasing and basic budget administration.
• Experience maintaining electronic records and information per records-management practices.
• Post-secondary education in office/business administration or equivalent.

Responsibilities

• Provide administrative support to the Corporate Governance Group and Board-related activities.
• Coordinate meetings, calendars, invitations, rooms, virtual setups and logistics.
• Prepare and distribute Board materials, agendas, and supporting documentation.
• Arrange travel, accommodations, and maintain director expense reports.
• Process invoices and payments, and assist with budget administration.
• Maintain governance records and coordinates retention and disposition requirements.
• Liaise with executives, directors, and external stakeholders on administrative tasks.

Skills

Administrative Support

Communication skills

Organizational skills

Time management

Attention to detail

Discretion and professionalism

Independent working

Team collaboration

Education

Post-secondary education in office/business administration

Tools

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

Administrative Assistant/Support - ID: 26-103

Administrative Assistant/Support - ID: 26-103

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 information accurately.
• Requires experience maintaining electronic records and information in accordance with established records-management practices, including organizing, filing, retrieving, and maintaining documents and supporting retention and disposition requirements.
• Requires post-secondary education in office administration, business administration or a related field, or an equivalent combination of education and relevant experience.

Required Skills:

• Requires strong written and verbal communication skills, including proficiency in English grammar, spelling, and sentence structure, to prepare and review professional correspondence, reports, meeting materials, and other business documentation.
• Requires strong organizational and time-management skills, with the ability to manage multiple priorities, coordinate complex meeting and logistical requirements, monitor deadlines and outstanding actions, and follow through on assignments in a timely manner.
• Requires high degree of accuracy and attention to detail in preparing and maintaining records, reports, expense submissions, financial information, meeting materials, and other administrative documentation.
• Requires sound judgment, discretion, and professionalism in handling confidential and sensitive information and in dealing with executives, directors, management, employees, and external stakeholders.
• Requires strong interpersonal skills and the ability to work collaboratively with individuals at varying levels of the organization and to coordinate effectively with internal and external stakeholders.
• Requires the ability to work independently, exercise initiative within the scope of the position, identify and address routine administrative requirements, and determine when matters should be referred to other members of the Corporate Governance Group.
• Requires flexibility and the ability to respond to changing priorities, time-sensitive requests and periods of increased workload, including providing administrative support for Board and Committee meetings and other governance-related activities as required.

Administrative Assistant/Support - ID: 26-103

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 information accurately.
• Requires experience maintaining electronic records and information in accordance with established records-management practices, including organizing, filing, retrieving, and maintaining documents and supporting retention and disposition requirements.
• Requires post-secondary education in office administration, business administration or a related field, or an equivalent combination of education and relevant experience.

Required Skills:

• Requires strong written and verbal communication skills, including proficiency in English grammar, spelling, and sentence structure, to prepare and review professional correspondence, reports, meeting materials, and other business documentation.
• Requires strong organizational and time-management skills, with the ability to manage multiple priorities, coordinate complex meeting and logistical requirements, monitor deadlines and outstanding actions, and follow through on assignments in a timely manner.
• Requires high degree of accuracy and attention to detail in preparing and maintaining records, reports, expense submissions, financial information, meeting materials, and other administrative documentation.
• Requires sound judgment, discretion, and professionalism in handling confidential and sensitive information and in dealing with executives, directors, management, employees, and external stakeholders.
• Requires strong interpersonal skills and the ability to work collaboratively with individuals at varying levels of the organization and to coordinate effectively with internal and external stakeholders.
• Requires the ability to work independently, exercise initiative within the scope of the position, identify and address routine administrative requirements, and determine when matters should be referred to other members of the Corporate Governance Group.
• Requires flexibility and the ability to respond to changing priorities, time-sensitive requests and periods of increased workload, including providing administrative support for Board and Committee meetings and other governance-related activities as required.

Disclaimer:
AI may be used in evaluating candidates.
This posting is for an existing vacancy.