Centre for Probe Development and Commercialization
  • Hamilton, ON, CAN
  • Full Time

CPDC is looking for a responsible Administrative Assistant to perform a variety of administrative, clerical and accounting tasks. Duties include providing support to various levels of management, providing backup support to the Executive Assistant, assisting in daily office needs and general administrative activities.

Administrative Roles and Responsibilities

  • Coordinate complex National & International travel arrangements, typically involving multiple changes and destinations based on understanding of travellers' availability and obligations. Support with travel documentation and procedures (itineraries, visa/passport procedures).
  • Prepare, schedule, coordinate and document meetings. Manage potential complex calendar/diary activity, including coordination of appointments for executives as well as extensive rescheduling.
  • Provide backup support to the Executive Assistant and ongoing director/manager-level support
  • Reception; answer and direct phone calls, monitor and follow up on voicemails, receiving and directing visitors
  • Write and distribute email, letters, faxes and forms
  • Outgoing and incoming courier packages as required
  • Maintaining mailing lists, scanning and filing 
  • Organize, plan and schedule appointments as required
  • Document filing of original agreements; monitor expiry dates
  • Maintain the boardroom, kitchen and working area cleanliness and arrange any needed catering
  • Assist with reconciliation of monthly conference calls, corporate credit cards and preparation of staff expense reports as required
  • Assisting other colleagues when necessary; all other duties as required

Qualifications and Education Requirements

  • College diploma preferred
  • Superior organizational and time management skills with ability to multitask
  • Attention to detail; problem solving skills
  • Excellent meeting coordination: scheduling, confirming attendees, arranging logistics.
  • Skillfully establish and maintain effective relationships with all stakeholders.
  • Respectful interpersonal skills: collaborative, personable, and professional.
  • Handle confidential/sensitive material with discretion; exercises tact and diplomacy.
  • Ability to record and transcribe concise, clear and accurate minutes.
  • Proven experience as an accounting/administrative assistant (preferably 1 to 2 years)
  • Proficiency in MS Office
  • Calendar management through Gmail an asset
  • Excellent written and verbal communication skills

If you require accommodation for your application or interview, please contact Human Resources directly at 905.525.9140 ext. 21112 or by email at careers@imagingprobes.ca

 

We thank all those who apply but only candidates selected for interviews will be contacted.

 

Centre for Probe Development and Commercialization
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