Project Coordinator & Operations Executive Assistant

Ref ID : 05090-0012348129

Classification : Project Assistant

Compensation : DOE

Our client, One of North America’s most admired and celebrated Arts & Cultural institutions is looking for a Project Coordinator & Executive Operations Assistant to join their Toronto Operations Department.

This role will be accountable for providing strategic and tactical level coordination and administrative support to major project initiatives, planning and execution.

• Identifies and coordinates response to the appropriate parties required to resolve issues
• Provides support through research and drafting presentations and reports related to the strategic initiatives
• Provides support to other Senior Team members, and other staff
• Manages daily calendar and ensures team maintain commitment to daily schedule
• Manages the functional operation of the Project Office
• Conducts research, analysis and prepares high quality and effective presentations with minimal oversight.
• Develops schedules using MS Project or Primavera
• Researches equipment, services and purchases as required for the project
• Assists in planning and preparing for meetings of the Board of Trustees
• Compiles and tracks agenda and action items, prepares meeting briefings, reports and presentations
• Coordinates team meetings and priority items to bring forward based on the strategic priorities and operational needs
• Tracks and monitors the administrative budgets for the Division including monthly review of expenditures

Job Requirements :

RELEVANT QUALIFICATIONS, SKILLS AND EXPERIENCES :

• 5 years of experience providing executive administrative support
• 3 years working as a Project Coordinator
• Exposure or direct experience working in a department responsible for construction, engineering or architecture
• Directly related experience developing and implementing office practices and procedures.
• Well-developed research skills.
• Well-developed interpersonal, organization, verbal and written communication skills.
• Well-developed word processing, electronic calendaring and messaging skills.
• Advanced proficiency in Excel, scheduling software, PowerPoint, MS publisher and / or presentation graphics.

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