Administrative Assistant and Workshop Coordinator

Job Description

The role of the Administrative Assistant and Workshop Coordinator involves working very closely with a team of instructors and another Administrative Assistant and Workshop Coordinator to provide live online and in-person workshops and to provide administrative support to the instructors/presenters for their work as consultants.

We are looking for a highly-motivated team player with a strong customer focus who is very well organized and has great attention to detail. The successful candidate needs to be able to communicate effectively verbally and in writing.

The position involves:

Overseeing the preparation of materials for multiple workshops and for instructors to ensure all of the materials are properly formatted and prepared in a timely way;
Communicating with workshop participants and other clients in-person, through email and on the phone in a pleasant and professional manner;
Using judgement to deal with last-minute changes or issues which may arise in a competent, tactful, and professional manner;
Tracking a volume of documents in an organized way;
Familiarity with a variety of technology (e.g. Microsoft Office, Google Workspace and Zoom) and a willingness to learn more;
A willingness to learn and the ability to improve existing processes and look for ways to increase efficiency;
Working effectively both independently and with colleagues;
Being able to bring focus to complex tasks and to multi-task when necessary;
Providing administrative support to help instructors book meetings with clients, manage their schedules, preparing and tracking correspondence;
booking and arranging travel, transport and accommodation. organizing events and conferences;
Interacting professionally and effectively with other key stakeholders such as our roster of coaches or our colleagues and members

Working closely with another administrative colleague to coordinate tasks and to cover for each other as and when necessary; and
The flexibility to assist with other administrative support within the organization when necessary (e.g. covering for reception, assisting colleagues if there is a large project which temporarily requires additional support etc).

Qualifications/ Skills/Attributes

Pleasant and professional demeanour in-person and in writing
Ability to work independently and ability to work closely with team members on joint tasks
Ability to build and maintain relationships with other team members, colleagues, participants, and other stakeholders.
Great attention to detail
Well organized
Flexibility to deal with changes as they arise
Capable of Multi-tasking
Willingness to learn and adapt
Must be well-versed in Microsoft Office, Google Workspace and Zoom as well as able to learn new software.
Enjoys being responsible for a variety of different tasks
Understands the logistics to coordinate events