Executive Assistant, Member Services

This Executive Assistant will provide high quality administrative and coordination support to the Member Services team and support the Senior Executive Assistant. Responsibilities include managing meeting logistics and conference arrangements, preparing and finalizing presentations, coordinating expenses, and assisting with team activities and events to support collaboration and engagement.

The Executive Assistant will report to the Senior Executive Assistant, Member Services.

• Prepare meeting materials and coordinate agendas

• Take meeting minutes, as required

• Manage travel arrangements for the director or vice president

• Manage group registrations for conferences, flights and hotels for the department

• Process and record invoices for the department

• Prepare monthly expense reports

• Review and prioritize incoming correspondence for the director or vice president

• Provide dedicated administrative support for All Councils Meetings and MS Forward meetings (Directors & Senior Managers)

• Prepare meeting materials, coordinate agendas, and compile and finalize presentations for meetings and committees

• Coordinate room bookings and catering using Outlook and Momentus for team meetings and events

• Provide administrative support to the Senior Executive Assistant and leadership team within Member Services

• Provide coverage during vacation and time-off periods, as required

• Plan and coordinate offsite meetings, team activities, and events

• Coordinate gift cards, rewards, and recognition activities

• Degree in a related field is an asset\

• A minimum of 1-2years of administrative assistance support

• Excellent MS Office Skills: Word, Excel and PowerPoint

• Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, and Word) and proficiency with collaboration and productivity tools such as Teams, SharePoint, ChatGPT, and Copilot, with the ability to adapt to and learn new technologies.

• Exceptional time management and organizational skills with strong attention to detail.

• Ability to communicate effectively and professionally with stakeholders at all levels.

• Strong problem-solving skills and the ability to manage competing priorities under tight deadlines.

• Ability to always maintain discretion and confidentiality on a wide range of issues.

• Ability to identify and prioritize items requiring immediate action, along with any pertinent information to facilitate decision making.

• Strong customer service orientation; a flexible and willing ‘can do’ attitude.

• Proven ability to work independently on multiple tasks while demonstrating initiative.