HR Coordinator/Executive Assistant (12 Month Contract)
Contract On-site | North York, ON
Description
Executive Assistance:
- Provide confidential administrative support with a high level of urgency and accuracy to senior executives.
- Plan and coordinate all administrative activities as requested, including calendars, meetings (remote and in person), travel arrangements and preparation of a variety of business documents/materials.
- Prepare expense reports for senior executives and undertake additional reporting needs as required.
- Plan and coordinate Board of Director and strategic planning meetings, including scheduling, agendas, backup materials and travel.
Reception/Office Services:
- Act as first point of contact for all guests in the office, maintain a log and manage front desk procedures.
- Coordinate and distribute incoming and outgoing mail and packages.
- Responsible for all communication with landlord including office maintenance and upkeep, building access cards, etc.
- Order office and kitchen supplies as needed and general upkeep of all common areas.
- Coordinate meals and resources for office events, including town halls and executive meetings.
- Ensure daily boardroom cleanliness, and updated meeting charts for each boardroom.
- Obtain appropriate approval and process invoices with the Finance department related to office services.
- Manage the relationship with our corporate travel partner, communicate company processes, review monthly reporting, escalate as needed.
- Participate in all health and safety committee meetings.
Human Resources:
- Updating organizational charts and other HR reports on a regular basis.
- Maintain and update the learning management system and the internal employee portal.
- Provide support for on-boarding and exits, HR communications, and other tasks.
- Conduct background check as requested through third party.
- Assist with reference checks and employment verification letters as requested.
- Participate in Toronto Social Committee activities.
- Perform other related duties in keeping with the purpose and accountabilities of the job.
Qualifications
- College or University degree or equivalent.
- Two to five years of experience in a similar role; HR experience is an asset.
- Ability to learn quickly and deal with competing activities/tasks with changing priorities in a fast-paced environment.
- Excellent time management and organization skills.
- Strong interpersonal skills, diplomacy, collaborative attitude, and sound judgment.
- Excellent communication (written & oral) and interpersonal skills.
- Ability to effectively communicate across all levels of management within the company as well as outside the organization.
- High level of integrity, confidentiality, and accountability.
- Proficiency in MS Outlook, Word, PowerPoint, and Excel is required.
- Self-motivated with a positive, proactive mindset.
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