Job Description
Job DescriptionDescription:
At LifeLearn we have a passion for creating innovative, data-driven solutions in the animal health industry. Our team-based, collaborative culture is the foundation for building educational and efficient products that make a difference in the animal health community.
LifeLearn is also a company that empowers our diverse team, provides a flexible work environment and values commitment to excellence. Our customers – both internal and external – are central to everything that we do. Our goal is to WOW customers at every opportunity and touchpoint. We focus on providing a great work environment to allow you to focus and think big.
Job Summary
The Project Services Administrator, under the direction of Industry Solutions’ Director of Project Services, will primarily be responsible for coordinating the logistical aspects of multiple events. This position will coordinate a variety of tasks relating to multiple program scopes. The support work will include, but are not limited to, Travel support, expense management and invoicing processing, and project-based requests. The capacity to adapt to new technology is required along with the ability to deal with people and cross- functional teams with diplomacy.
Job Responsibilities
· Event Logistics Coordination: Manage the logistical elements for multiple events, including booking travel, coordinating schedules, and ensuring that all arrangements align with event requirements. Troubleshoot and resolve any travel disruptions or issues as they arise.
· Expense Management: Process and track honoraria, expenses, and reimbursements for event stakeholders, ensuring accurate and timely submission. Manage credit card processing and track expenditures against event budgets.
· Internal Systems & Process Development: Contribute to the creation and improvement of internal systems, such as Standard Operating Procedures (SOPs) and internal calendar management, to streamline team operations and enhance efficiency.
· Data Entry & Reporting: Assist with the compilation of data for various reports, entering information into internal software systems, and ensuring accurate data management.
· Communication & Correspondence: Prepare and send professional communication to participants, clients, and internal teams, including invoices, receipts, and confirmations. Ensure that all correspondence is timely, clear, and aligns with organizational standards.
· Event Materials Preparation: Print, photocopy, and organize event support materials for the team, assisting Project Managers with event-related logistics as needed.
· Client & Stakeholder Relations: Provide a high level of customer service with urgency, representing the company in a professional and positive manner when interacting with employees, clients, and external stakeholders.
· Administrative Assistance: Provide day-to-day administrative support for the meetings and events team, including assisting with travel bookings, expense management, and calendar organization.
Work Conditions
Work in an office environment, with work-from-home options available
· Extended periods of sitting
· Operation of desktop computer and peripherals
· Dog-friendly office
Job Requirements
Our most significant competitive advantage is our breadth of expertise. Our people reveal our strengths. The successful candidate will meet the following qualifications:
· Education: Degree or diploma in administration, business, or a related field
· Proficient in Microsoft Office programs – intermediate to advanced Excel skills
· Experience: Minimum 3 years of experience in an administrative role, preferably in event coordination or similar environment. Experience using Cvent event management software and Monday.com project management Software would be an asset
· Financial Understanding: Strong financial skills, including experience with expense reporting, credit card processing, and financial management systems such as Certify.
· Technology Adaptability: Ability to quickly learn and adapt to new technologies and systems to support team operations.
· Client-Focused Approach: Proven ability to work diplomatically and professionally with clients and stakeholders, maintaining positive relationships in all interactions.
· Communication Skills: Excellent verbal and written communication skills, with a focus on clarity and professionalism.
· Time Management & Prioritization: Strong organizational skills, with the ability to prioritize tasks and manage competing demands in a fast-paced environment.
· Teamwork & Independence: Ability to work both independently and collaboratively within a team, contributing to a productive and positive workplace culture. High flexibility with strong communication, collaboration, and interpersonal skills
Requirements: