Role Summary

Providing administrative support to Destination Toronto Finance &Administration and Global Marketing business lines.

Core Responsibilities

• ​Primary administrative support for Vice President, Global Marketing 
  • Act as key liaison between the VP, internal teams and external stakeholders, including agencies, vendors, and industry partners 
  • Track key initiatives and deliverables for the VP, providing timely reminders and proactive follow-through to keep projects on schedule
  • Compile data, source screen captures and other content and materials for presentations, reports and proposals 
  • Conduct industry and destination research, synthesizing insights for use in presentations as needed
  • Coordinate logistics for key events and meetings, including virtual, in-person, and hybrid formats.
  • Oversee special projects as assigned by the VP, including event coordination, communications and marketing-related initiatives.
  • Serve as the primary administrator for the Events Calendar, overseeing the event submission approval process and managing the calendar’s general inbox, including inquiries and support requests.
• General office administration  duties:
  • Act as in office coordinator, 4 days per week
  • Responsible for the creation and distribution of employee newsletter 
  • Distribute  any incoming mail or packages
  • Maintain regular listings: phone lists, staff directory, organizational charts
  • Coordinate courier pick-up and deliveries required for organizational departments.
  • Organize logistics for hot desk and meeting rooms bookings. Making necessary preparations for sub-tenants of Destination Toronto with our online booking system.
  • Assist other departments in organizing and ordering meeting supplies, catering, equipment and refreshments as well as catering when required for meetings
  • When required, greet and direct guests/clients to the appropriate staff
  • Respond to inquiries from info@destinationationtoronto.com 
  • Back-up for Shipping/Receiving
  • Process building maintenance requests via building management website when required
• ​Office administrative support:
  • Tasks assigned by Human Resources Manager and or/Office Manager
  • Maintain and update the intranet in consultation with the leadership team
  • Delivering monthly (internal) newsletter, including writing, building and testing before sending
  • Other duties assigned as required 

Abilities, Skills and Competencies

• Excellent verbal and written communication skills

• Excellent interpersonal and customer service skills

• Ability to prioritize, organize and work with minimal supervision

Experience

• Minimum 1 year of experience in an administrative and/or customer service role
  Previous experience using a CRM tool would be an asset

Language

• English essential
• Fully Bilingual in both English & French would be an asset