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Administrative Assistant and Office Events Coodinator

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Aon

8d ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Toronto

AI generated summary

  • You need 5+ years of executive admin support, advanced MS Office skills, exceptional communication, event coordination experience, strong organizational skills, and the ability to work independently.
  • You will support leadership, coordinate meetings and events, manage calendars, handle expenses, take notes in meetings, and solve problems while collaborating with internal and external partners.

Requirements

  • Minimum of 5 years of experience as an administrative assistant providing administrative support at the executive level in a large, complex, international firm
  • High school diploma or equivalent; Associate or bachelor’s degree a plus
  • Advanced level digital literacy in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Calendar) and other programs
  • Highly organized with exceptional attention to detail, ensuring accuracy and thoroughness in all tasks and deliverables
  • Exceptional (written and verbal) communication skills and interpersonal skills with the ability to compose materials from rough notes or independent knowledge of circumstances
  • Extremely motivated, have superior people skills, eager to learn, adaptable, and professional
  • Ability to work in a high performing culture, with time-sensitive deadlines
  • Proven ability to work independently as well as to perform effectively in a team-oriented and open-concept environment
  • Experience in managing and coordinating events
  • Attaining an expert-level knowledge of our Aon brand identity and completing Brand Ambassador certification
  • The ability to act as liaison between the executive and their colleagues, clients and other collaborators
  • Strong organizational and management skills, modeling professional appearance and demeanor in a business environment; dress for the situation
  • Ability to effectively interact with clients & team members, maintaining professionalism at all times with an ability to work in a high-paced, demanding environment
  • Self-directed prioritization of work and projects; demonstrate measurable progress through open communication to leaders and team members consistently and with the highest quality
  • A wide degree of creativity and latitude is expected
  • Self-motivated, standout colleague who works independently under minimal supervision
  • Excellent customer service skills and outstanding attention to detail
  • Highly proactive with the ability to suggest approaches for resolving problems and identifying ways to improve processes
  • The ability to work flexible hours, as required to oversee events and other branch activities
  • Maintains a high level of confidentiality

Responsibilities

  • Provide administrative support to the Toronto Senior Leadership Team
  • Actively participates in leadership meetings for follow‑ups and note taking when applicable
  • Coordinate Toronto office activities, arrange and oversee department and group meetings, internal and external event planning and office functions
  • Work closely with external partners, assistants and vendors to schedule meetings and events
  • Daily interaction with internal and external leaders
  • Coordinate projects and work independently, seek out answers to questions, take initiative, leverages network of resources to solve problems
  • Provide general office support, manage calendars, submit expense reports, payment of invoices
  • Participating in presentations
  • Other duties as assigned

FAQs

What is the primary responsibility of the Administrative Assistant and Office Events Coordinator?

The primary responsibility is to provide administrative support to the Toronto Senior Leadership Team, including coordinating office activities, managing calendars, and planning internal and external events.

Is this role eligible for visa sponsorship?

No, this role is not eligible for sponsorship, and we are unable to sponsor or take over sponsorship of an employment visa or work permit.

What qualifications are required for this position?

A minimum of 5 years of experience as an administrative assistant at the executive level in a large, complex, international firm is required, along with a high school diploma (an Associate or bachelor's degree is a plus).

What level of proficiency is expected in Microsoft Office Suite?

Advanced level digital literacy in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Calendar) and other programs is expected.

What type of work environment should candidates be prepared for?

Candidates should be prepared to work in a high-performing culture with time-sensitive deadlines, as well as in a team-oriented and open-concept environment.

What skills are valued for this role?

Highly organized individuals with exceptional attention to detail, strong written and verbal communication skills, superior people skills, and the ability to work independently and take initiative are valued.

Does Aon offer opportunities for professional development?

Yes, Aon supports continuous learning and provides a culture that inspires and equips colleagues to learn, share, and grow.

Are there any specific working hour requirements for this role?

Yes, there may be a need to work flexible hours as required to oversee events and other branch activities.

What types of events will the Office Events Coordinator manage?

The Office Events Coordinator will manage internal and external events, department and group meetings, and other office functions.

What is Aon's policy on diversity and inclusion?

Aon values an innovative, diverse workplace where all colleagues feel empowered to be their authentic selves and provides equal employment opportunities regardless of race, color, religion, sex, or other legally protected status.

Aon

Aon is in the business of better decisions

Consulting
Industry
10,001+
Employees
1940
Founded Year

Mission & Purpose

Aon is a global professional services firm that specializes in risk management, insurance brokerage, and human resources solutions. They offer a wide range of services including risk assessment, insurance brokerage, retirement and health solutions, and data analytics. Aon's ultimate mission is to empower clients to manage risk effectively, optimise their resources, and make informed decisions that drive business growth and resilience. Their purpose is to help clients navigate the complexities of risk and talent management, providing innovative solutions and insights that enable organisations to mitigate risks, protect assets, attract and retain talent, and enhance overall operational performance. Aon aims to be a trusted advisor, offering customised solutions that address the unique challenges of their clients across industries, ensuring they are well-prepared and positioned for success in a rapidly changing world.