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Executive Assistant

3 months ago

Mississauga, Canada Centrilogic Full time

Senior Executive Assistant


Role Description

The Senior Executive Assistant to Chief Executive Officer, and other executive members, provides high-level support, working closely with the CEO, and other members of their leadership team, the Executive Assistant demonstrates a strong ability to be organized and professional and plays a vital role in ensuring a high level of communication within the Product Organization leadership.


Responsibilities

  • Providing direct administrative support to the Chief Executive Officer, and other executive members of the team over time.
  • Maintaining the CEO, and other executive members’ calendar, including scheduling meetings and conference calls, preparation of meeting materials and related tasks.
  • Compose and/or prepare presentations, memorandums, correspondence and reports on behalf of the CEO, and other executive members of the team over time. by identifying required information, researching background information, and gathering it from appropriate sources throughout the business.
  • Coordination of travel arrangements for the CEO, and other executives as required, including preparation and submitting of expenses.
  • Receive and screen information, visitors, and phone calls using judgement of sensitivity to the executive officer’s priorities.
  • Provide information and refer callers to other appropriate individuals if matters can be responded to elsewhere.
  • Plan events and large meetings, including appropriate layout of rooms, seating arrangements, dinner menus, invitations, etc.
  • Attend, minute and distribute materials for scheduled management meetings.
  • Expense reports and corporate credit card expenses.
  • Assist with the creation and distribution of internal communication materials.
  • Assist the CEO, and other executive members of the team over time with adhoc projects as required.
  • Attending to personal affairs of executives (Personal Assistant duties)
  • Ad hoc office management duties - Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.
  • Ability to have an open mindset and be adaptable
  • Proactive attitude
  • Confidentiality –maintaining a high level of confidentiality


Qualifications:

5+ years of related administrative experience, preferably supporting C-level or senior leadership.

Experience or background in tech and/or communications is considered an asset.


Relationship Skills - Ability to communicate effectively, both oral and written; ability to develop and sustain cooperative working relationships with clients, tenants and internal staff; ability to exercise confidentiality. Ability to work effectively across time zones.


Organizational/Multi-Task Skills - Ability to allocate time effectively, work under pressure and manage tight deadlines; ability to handle multiple demands, competing priorities and adapt to new ideas and constant changes; ability to use initiative and self-managing skills to work independently with minimal direction and respond effectively to issues that arise in the absence of the executive officer; detail-oriented. Keen focus on producing accurate and high caliber work.


Computer Skills – Advanced knowledge of Microsoft Word, Power Point and Excel; advanced proficiency in spelling, punctuation and grammar.


University degree or equivalent college diploma preferred


Leadership – takes initiative and ownership for customer service and is a self-starter who is motivated internally to set high standards of performance