Administrative Assistant

Our client, a non-profit professional services association requires an Administrative Assistant to join their team. As Administrative Assistant, Conferences, you will support a team of seven through accurate registration processing, responsive service and organized conference preparation. This role offers the opportunity to contribute to a collaborative team and develop experience in conference administration.

Key responsibilities

Registration and participant support

• Process conference registrations and credit card payments in the member-database (iMIS) and assist with cancellations and refunds within assigned authority.
• Monitor the Conferences inbox and respond promptly to registration and conference inquiries; refer questions to the appropriate team member when needed.
• Answer and direct telephone calls, providing clear and professional service.

Conference preparation

• Generate conference reports from iMIS, including registration rosters and name badge information.
• Prepare documents, registration reports and materials for onsite use, checking accuracy and completeness.
• Maintain detailed spreadsheets to track sponsors, speakers and related information.
• Prepare and format conference documents and PowerPoint materials as required.

Departmental administration

• Maintain electronic and physical filing systems, departmental inventory and conference supplies; order additional supplies as needed.
• Coordinate administrative tasks and share relevant information with colleagues to support deadlines and daily operations.
• Perform other administrative duties related to the conference department as assigned.

Qualifications

• Secondary school diploma or equivalent, or an equivalent combination of education and relevant experience.
• At least two years of experience in administration, event support or a combination of both.
• Proficiency in Microsoft Outlook, Word, Excel and PowerPoint, including maintaining accurate spreadsheets and formatting documents and presentations.
• Strong written and verbal communication skills and a professional approach to participant inquiries.

TDS Personnel is an equal opportunity employer committed to fostering an inclusive and accessible workplace in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Accommodations are available upon request for candidates participating in all stages of the recruitment and selection process.