Office Administrator at NetPro International Limited

Job Description

• Our office has an exciting opportunity for an enthusiastic and well-organized individual to join our team in an administrative capacity.
• This full time position is accountable for creating office systems and implementing the day-to-day administrative operations of a busy, dynamic team.
• You will perform detailed work involving the coordination and communication of information and implementation of administrative resources and processes that support the team in providing quality client service.
• You will be a critical point of contact for inquiries, and liaise with and schedule volunteers for the accomplishment of office functions.

Office Administrator Duties:

• Maintains office services by designing filing systems; organizes office operations and procedures; assigns and monitors clerical functions.
• Maintains historical reference documents, in part by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
• Monitors office supplies, contracts and creates supply requisitions for approval
• Collects referrals for office volunteers, scheduling and supervising as needed
• Contributes to team effort by performing other tasks as needed
• Supervise bulk mailings
• Minutes and distribution at meetings
• Files documents

Reception:

• Receives visitors and provides 'hospitality'; answers telephone/voicemail (messages to include date,time,name,number,message); provides information as required
• Receive, sort, process Canada Post mail, special parcels
• Respond to office email or re-direct to appropriate staff
• Photocopying
• Act as the ED’s personal assistant

Data Integrity:

• Ensure that all data entry protocols are followed
• Enter initial registration information for Churches, Exhibitors, Volunteers and Donors
• Copy video and audio recordings as needed

Board and Committee Administration:

• Liaise with Senior Management and Board Members of NetPro in relation to the coordination of board meeting, business development endeavors or other meetings as appropriate.

Seminars/Conferences:

• Liaise with leaders of the Seminar committee
• Process seminar proposals for Committee's reading and selection
• Collect Seminar committee's selection and prepare for publication
• Provide final draft for committee proof reading
• Confirm results with all applicants, including non-approved applicants
• Assist in the duplication and sales process of recordings
• Coordinate audio/video needs for presenters (ie. Screens)

Board of Directors:

• Registration at AGM
• Coordinate (attendance, food) Board meetings
• Keep Board schedule of governance obligations and notify Board members

Magazine and Newsletter:

• Collect articles and endorsements for magazine
• Liaise with ED, regarding magazine layout
• Collate all publication components for hand-off to lay-out person
• Liaise the contracts and production schedule with printer
• Forward editorials to proof readers and store for publication

Qualifications

• Education: minimum College Diploma
• Two years of experience in an administrative capacity
• Proficient with Microsoft Office
• Familiar with a database/CRM and willing to learn new programs
• Comfortable with Social Media
• Comfortable speaking in public
• Positive attitude and personable in high pressure situations
• Able to work flexible hours for the conference and key meetings
• Ability and open to take up other responsibilities