Administrative Assistant

Job summary

Process conference registrations, payments, cancellations, and refunds, and respond to participant inquiries by email and phone. Prepare conference reports, registration materials, documents, and presentations, while maintaining departmental files, inventory, and supplies.

Job details

Our client, a non-profit professional services association requires an Administrative Assistant to join their team. As Administrative Assistant, Conferences, you will support a team of seven through accurate registration processing, responsive service and organized conference preparation. This role offers the opportunity to contribute to a collaborative team and develop experience in conference administration. Key responsibilities Registration and participant support Process conference registrations and credit card payments in the member-database (iMIS) and assist with cancellations and refunds within assigned authority. Monitor the Conferences inbox and respond promptly to registration and conference inquiries; refer questions to the appropriate team member when needed. Answer and direct telephone calls, providing clear and professional service. Conference preparation Generate conference reports from iMIS, including registration rosters and name badge information. Prepare documents, registration reports and materials for onsite use, checking accuracy and completeness. Maintain detailed spreadsheets to track sponsors, speakers and related information. Prepare and format conference documents and PowerPoint materials as required. Departmental administration Maintain electronic and physical filing systems, departmental inventory and conference supplies; order additional supplies as needed. Coordinate administrative tasks and share relevant information with colleagues to support deadlines and daily operations. Perform other administrative duties related to the conference department as assigned. Qualifications Secondary school diploma or equivalent, or an equivalent combination of education and relevant experience. At least two years of experience in administration, event support or a combination of both. Proficiency in Microsoft Outlook, Word, Excel and PowerPoint, including maintaining accurate spreadsheets and formatting documents and presentations. Strong written and verbal communication skills and a professional approach to participant inquiries. TDS Personnel is an equal opportunity employer committed to fostering an inclusive and accessible workplace in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Accommodations are available upon request for candidates participating in all stages of the recruitment and selection process.

What you’ll do

Process conference registrations, payments, cancellations, and refunds, and respond to participant inquiries by email and phone. Prepare conference reports, registration materials, documents, and presentations, while maintaining departmental files, inventory, and supplies.

Requirements

Requires a secondary school diploma or equivalent, or a combination of education and relevant experience, and at least two years of experience in administration, event support, or both. Candidates should be proficient in Microsoft Outlook, Word, Excel, and PowerPoint, with strong communication skills and a professional approach to participant inquiries.

Listed skills

• Customer service · Preferred
• written communication · Preferred
• Microsoft Excel · Preferred
• Microsoft Word · Preferred
• Payment Processing · Preferred
• Inventory management · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Conference Registration Processing
• Payment Processing
• Customer Service
• Conference Administration
• Report Generation
• Spreadsheet Management
• Document Formatting
• PowerPoint
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Telephone Support
• Filing Systems
• Inventory Management
• Written Communication
• Verbal Communication

Job areas

• Administrative
• Customer Service & Support
• Hospitality

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