Administrative Assistant – Temporary

This is a fully remote position, open to applicants in Canada.

📋 Description

• Deliver proactive administrative assistance to the Co-CEOs and Leadership Team, which includes managing calendars, scheduling appointments, preparing for meetings, tracking correspondence, and following up as necessary.

• Facilitate complex scheduling among both internal and external stakeholders, including coordinating meetings across different time zones.

• Monitor priorities, highlight urgent issues, and ensure an effective flow of information throughout the organization.

• Prepare, compile, organize, and maintain all necessary documents, reports, and materials for meetings and leadership activities.

• Exercise discretion and sound judgment when dealing with confidential, sensitive, or urgent information.

• Oversee administrative processes related to corporate travel, expenses, credit card reporting, invoicing, deposits, mail, shipping, and vendor coordination.

• Keep accurate organizational records, including contact lists, templates, and filing systems.

• Assist with internal surveys, feedback processes, appreciation initiatives, recognition activities, and other administrative programs.

• Coordinate materials, inventory, gifting, and other operational support as needed.

• Ensure data accuracy and proper documentation practices across internal systems.

• Maintain organized, precise, and accessible document management systems.

• Assist in updating organizational templates, letterhead, forms, and shared files.

• Advocate for consistent file naming conventions, document storage practices, and version control.

• Help with annual and periodic administrative documentation, including tax, insurance, and employment-related records as necessary.

• Manage assigned projects and initiatives, including the CHN Scholarship Program and other organizational priorities.

• Aid in the planning and logistics for meetings, AGMs, National Meetings, and other in-person or virtual events.

• Coordinate travel arrangements, accommodations, meeting materials, recordings, room bookings, meals, and related logistics as required.

• Perform additional related duties as assigned.

⛳️ Requirements

• A minimum of 3 years of relevant administrative experience is required.

• Post-secondary education in business administration, office administration, or a related field is preferred.

• Experience supporting senior leaders, remote teams, or cross-functional organizations is an asset.

• Familiarity with working alongside international students or culturally diverse stakeholders is beneficial.

• Strong skills in administration, coordination, planning, and organization are essential.

• Ability to work independently in a remote setting while managing multiple priorities is crucial.

• Exceptional attention to detail and follow-through is required.

• Strong written and verbal communication skills, including proficiency in editing and proofreading.

• Ability to maintain discretion, confidentiality, and sound judgment is necessary.

• Strong interpersonal skills and the capability to interact professionally with colleagues, leaders, clients, partners, and external contacts.

• Ability to prioritize tasks, anticipate needs, identify issues, and propose practical solutions.

• A flexible, service-oriented, and collaborative mindset is important.

• Strong proficiency in Microsoft 365; experience with FileMaker is an asset.

• Basic to intermediate skills in reporting, tracking, and ensuring data accuracy are required.

🏝️ Benefits

• Comprehensive health and wellness programs.

• Opportunities for professional development and growth.

• Flexible work arrangements to support work-life balance.