Administrative Assistant

About the role:

The Administrative Assistant for Learning Design will be a critical member of the eLearning Content Development (ELCD) team, reporting directly to the Learning Design Lead. This position is designed to support the Learning Design Team by managing a variety of administrative tasks that facilitate effective communication and operational efficacy. Your contributions will ensure that designers can focus more on creative production and delivering client-facing solutions, leading to enhanced productivity and project success. This role is ideal for someone who thrives in dynamic environments, is exceptionally organized, and possesses excellent communication skills.

Responsibilities:

Vendor Coordination:

• Manage communication with external vendors.
• Facilitate the onboarding with TransPerfect’s Vendor Management Department.
• Admin support of TPT email, Teams, Project Management tools, and new vendor orientation.
• Update vendor guide and send announcements of new procedures, templates, etc.
• Manage communications with vendors, excluding QA-related or Learning Experience Design related discussions.
• Manage MNO administration for the benefit of project teams so they can focus on communication.
• Create and manage project briefs and budgets and send to vendor network.

Team Communication Support:

• Coordinate schedules across projects to facilitate the rescheduling of deadlines and meetings.
• Coordinate Compliance Report (CRs) completion for the department.

Data Collection and Analysis:

• Collect data on efforts spent for deliverables, provide analysis and identify efficiencies and bottlenecks to provide continuous improvements.
• Compare collected data against quotes and Statement of Work (SOW) for frequent updates.

Software Management:

• Update the SharePoint site with completed projects, ensuring classification and availability of links for sales, solution architects, and other teams.
• Quotebot and other GPT management and updates.

Required Skills:

• Strong organizational abilities with a high level of attention to detail.
• Capable and comfortable working independently as well as in a team.
• Excellent communication skills in English (any additional language is a plus, especially French).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with SharePoint.
• Skilled in managing schedules.

Required Experience and Qualifications:

• Bachelor's degree in Business Administration, Communications, or a related field preferred.
• Proven experience in an administrative support role, preferably within a corporate learning or eLearning environment.

Desired Skills and Experience:

• Experience coordinating with external vendors and managing vendor-related processes.
• Familiarity with data collection and analysis tools such as Clockify.
• Experience using productivity and project management tools.
• Understanding of learning experience design principles would be a plus.
• Experience in a corporate learning environment is highly desired.