Key Responsibilities and Required Skills for Training Assistant

🎯 Role Definition

As a Training Assistant, you will be the organizational backbone of our Learning and Development (L&D) department. You will provide comprehensive administrative and logistical support for all training initiatives, from initial scheduling to post-session analysis. This role involves close collaboration with trainers, subject matter experts, and employees across the organization to ensure the smooth execution of our training programs. You are a key player in fostering a culture of continuous learning and development, directly contributing to employee success and organizational growth.

📈 Career Progression

Typical Career Path

Entry Point From:

Administrative Assistant
HR Coordinator
Recent Graduate (HR, Education, Business)

Advancement To:

Training Coordinator
Learning & Development Specialist
Instructional Designer

Lateral Moves:

HR Assistant
Recruiting Coordinator

Core Responsibilities

Primary Functions

Proactively manage and coordinate complex training schedules for virtual, in-person, and hybrid learning sessions, ensuring optimal resource allocation and avoiding scheduling conflicts.
Serve as the primary point of contact for all participant inquiries, providing timely and professional communication regarding course details, pre-work, and logistical arrangements.
Expertly prepare, print, and distribute all necessary training materials, handbooks, and job aids, ensuring they are up-to-date and available well in advance of scheduled sessions.
Meticulously manage the administration of our Learning Management System (LMS), including creating new courses, enrolling participants, tracking completions, and pulling standard reports.
Coordinate all logistical aspects of training events, including room bookings, catering arrangements, audiovisual equipment setup, and virtual meeting platform configuration (e.g., Zoom, MS Teams).
Assist in the onboarding process by scheduling orientation sessions and preparing new hire training packets to ensure a welcoming and informative first-week experience.
Diligently track training attendance and maintain accurate, comprehensive training records for compliance and reporting purposes across all departments.
Administer post-training evaluation surveys to collect valuable participant feedback, and assist in compiling feedback summaries for program improvement.
Process and track all training-related expenses and invoices, ensuring adherence to the departmental budget and providing regular status updates to the L&D Manager.
Provide real-time technical and administrative support during live training sessions, both in-person and virtual, to ensure a smooth and uninterrupted learning experience for facilitators and attendees.
Manage the inventory of training supplies and materials, reordering as necessary to ensure the team is always well-equipped for upcoming programs.
Collaborate with external training vendors and facilitators to coordinate contracts, scheduling, and payment processing for specialized training programs.
Assist in drafting and disseminating internal communications and marketing materials to promote upcoming training opportunities and drive employee engagement.
Support the facilitation team by setting up classroom environments and technology, ensuring all aspects are ready for a high-impact session.
Maintain and organize the L&D team's shared digital filing system, including course content, participant data, and historical records.

Secondary Functions

Support the Instructional Design team with basic updates to existing training content in presentations, documents, and e-learning modules.
Conduct initial research on potential new training topics, methodologies, and vendors as directed by the L&D leadership team.
Assist in the generation of detailed monthly and quarterly training reports, analyzing metrics such as enrollment, completion rates, and feedback scores.
Participate actively in L&D team meetings, contributing ideas for process improvements and enhanced program effectiveness.
Help create and maintain a central knowledge base or FAQ document for common employee questions regarding training programs and policies.

Required Skills & Competencies

Hard Skills (Technical)

LMS Administration: Experience with Learning Management Systems (e.g., Cornerstone, Docebo, LearnUpon, Workday Learning).
Microsoft Office Suite: Advanced proficiency in PowerPoint, Excel, Word, and Outlook for creating materials, tracking data, and managing schedules.
Virtual Meeting Platforms: Expertise in hosting and troubleshooting on platforms like Zoom, Microsoft Teams, and Webex.
Survey Tools: Competency in using tools like SurveyMonkey or Google Forms to create and administer feedback surveys.
Basic Project Coordination: Ability to use tools like Asana, Trello, or MS Planner to track tasks and project milestones.
Calendar Management: Exceptional skill in managing complex, multi-stakeholder calendars (e.g., Outlook, Google Calendar).

Soft Skills

Exceptional Organization: The ability to manage multiple priorities, tasks, and deadlines simultaneously without sacrificing quality.
Attention to Detail: A meticulous approach to data entry, scheduling, and material preparation to ensure accuracy and professionalism.
Proactive Communication: Clear, concise, and professional written and verbal communication skills for interacting with all levels of the organization.
Time Management: Superior ability to prioritize work effectively and independently to meet the demands of a fast-paced environment.
Customer Service Orientation: A strong desire to help and support others, providing a positive and helpful experience for all employees.
Problem-Solving: The ability to anticipate potential issues, troubleshoot logistical challenges, and find practical solutions on the fly.
Adaptability: Flexibility to adjust to changing priorities, last-minute requests, and different training formats.
Teamwork & Collaboration: A collaborative spirit and willingness to work closely with the L&D team and other departments to achieve common goals.

Education & Experience

Educational Background

Minimum Education:

Associate’s degree or equivalent professional experience in an administrative or coordination capacity.

Preferred Education:

Bachelor’s Degree from an accredited university.

Relevant Fields of Study:

Human Resources
Business Administration
Education or Corporate Training
Communication

Experience Requirements

Typical Experience Range: 1-3 years of experience in an administrative, coordination, or customer-facing role.

Preferred: Previous experience working within a Human Resources or Learning & Development department is highly advantageous. Direct experience with event coordination or LMS administration is a significant plus.