About Us
Green Key Global is a leading international environmental certification body that offers standardized programs and resources, designed specifically for the hotel and meetings industries. Affordable programs, including the Green Key Eco-Rating and the Green Key Meetings Programs, help our members leverage organizational corporate social responsibility activities and support sustainable initiatives across their properties and brands to benefit the environment and improve fiscal performance and community relations. With over 20 participating countries and a notable mix of branded and independent members, Green Key Global is truly the hotel and lodging industry's sustainable certification program of choice.
About the Role:
Reporting to the Managing Director, Green Key Global, the Administrative Assistant plays a critical role in the organization, providing administrative support to Green Key Global's leadership team, overseeing all office-related administrative duties, and supporting the business operations where needed.
As our ideal candidate you have significant experience in administration, client service and/or executive support. You're an exceptional communicator with a polished and professional style and razor-sharp attention to detail. You're driven and self-directed, primed to thrive in a fast-paced, multi-faceted role that demands breadth, adaptability and the highest levels of time management and organization.
Key Responsibilities:
Managing Director support

• Manage calendar to ensure that priority meetings are booked, meeting conflicts are resolved and that travel times are properly accounted for. Ensure that all details pertaining to travel (flight #s, hotel reservations) are included in the calendar.

Leadership team support

• Make airline and hotel reservations, ensuring that travel times align with scheduled events; manage any required changes or updates to travel schedules.
• Complete expense reports, ensuring that these are aligned with finance-related requirements; ensure that expenses are processed as requested.
• Organize events, reserve hotels, restaurants and transportation.

Office support

• Act as an administrative contact for all office-related matters such as phone, email, software set-up, greeting visitors, directing inquiries, etc.
• Develop and oversee a process for tracking vacation days across the team and report updates to the Managing Director on a quarterly basis.
• Ensure that the office has an inventory of office supplies.

Business support

• Coordinate all requirements for board meetings, ensuring that lead times are sufficient and that all team members are aware of their responsibilities. Prepare and distribute board packages, organize board-related events, and capture meeting minutes.

• Conduct bank deposits and process cheques based on internal processes. Manage all office-related invoices, ensuring that these are submitted to finance with the appropriate coding and in a timely manner.
• Organize shipments for tradeshow material, ensuring that all packages are appropriately labelled and deployed on time. Support the Member Services team with the execution of the weekly webinars, overseeing the technology components.
• Lead onboarding efforts for new employees, ensuring that employee IDs are created, technology requirements are addressed (laptops, software, email signature, phone line), business cards are created and ordered (when needed) and that orientation is conducted.
• Create and distribute internal communications, such as new staff memos, as well as relevant member-specific corporate communications.

Key Skills & Experience:

• 3-5 years' experience in administrative support roles
• Excellent communication skills (oral and written)
• Excellent time management skills
• Able to balance multiple priorities and work to meet tight deadlines
• Strong attention to detail and problem-solving skills
• Flexibility to work beyond traditional business hours when required
• Working knowledge of Microsoft Office applications
• Working knowledge of office equipment, such as printers
• Bilingual (English & French) would be considered an asset
• Proven ability to manage multiple projects, priorities and stakeholders

Green Key Global is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We respect the dignity and independence of people with disabilities and provide accommodation and support to persons with disabilities throughout the recruitment and selection process.

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