Administrative Assistant, Senior Client Services

Reports to:VP and SLT of Functional Area

Purpose of the Role

The Senior Administrative Assistant is accountable for the effective and efficient coordination of information and documentation, and the provision of administrative support to the VP and Director and team. Demonstrates LifeLabs’ Vision and values in all activities.

Core Accountabilities

• Extensive calendar management including scheduling/rescheduling regular and ad hoc business meetings, videoconferences and webinars, and managing meeting resources. Plan and coordinate large business meetings/events, both on and off site, including managing location booking, catering, guestrooms and other meeting resources. Manage travel arrangements including booking flights, hotels, cars and coordinating itineraries
• Set up orientation calendar, prepare work orders for Facilities/IT for office set-up and technology for senior level new hires
• Prepare meeting agendas, take meeting notes as required, transcribe flip chart notes, prepare meeting minutes. Prepare PowerPoint presentations Prepare conference registrations. Set up videoconferencing for meetings
• Prepare and submit executive expense reports in timely manner. Code and track invoices and submit for payment in timely manner.
• Prepare monthly/quarterly/annual and ad hoc reports
• Answer multiple phone lines, takes messages, and screens and redirects calls (only if additional lines added to phone). Receive and redirect inquiries through Contact Us on external website when required.

Minimum Hiring Requirements

• High School Diploma
• 2-3 years experience supporting senior management in a similar role
• Strong computer skills (Microsoft Office – Outlook, Word, PowerPoint, Excel, Visio)        
• Ability to manage scheduling and other changes calmly, professionally and efficiently
• Prioritize effectively to meet deadlines and commitments
• Highly organized and detail oriented
• Excellent interpersonal, written and oral communication skills
• Ability to handle sensitive information with discretion and confidentiality