Executive Assistant
1 week ago
About the Role The Executive Assistant & Coordinator is responsible for a wide variety of administrative duties in support of the President and other senior leadership members. This role plays a key part in providing high-level support to the President and CEO and the Executive Team, ensuring seamless management of schedule and activities. This role also includes supporting the Executive Team, requiring strong multitasking and prioritization abilities. The ideal candidate will excel at managing confidential information, have outstanding communication skills, and demonstrate initiative and resourcefulness in anticipating needs. Executive Support:
Provide direct administrative and office management support to all members of the senior leadership team, as directed.
Maintain work schedules and calendars of senior leadership.
Prepare travel schedules, book travel arrangements, and make reservations for senior leadership.
Coordinate logistics of leadership team programs including meetings, seminars, workshops, special projects, and events; Review all documents, reports, and correspondence prepared for executive signatures as necessary
Preparation and collection of information for professional senior leadership team presentations to Global, Customers, etc.
Follow up on To-Dos as well as assignments and commitments from senior leadership team meetings to ensure timelines are met from the responsible parties
Project Coordination:
Ensure the coordination of the SLT projects, ranging from strategic planning initiatives to tactical activities.
Establish a Project Charter for each approved project, defining the projects goals, objectives, risks, assumptions, staffing levels, roles and responsibilities, work breakdown structure, milestones, and deliverables.
Coordinate with applicable SLT on project activities throughout lifecycle, including the allocation of adequate resources, scheduling, documentation, budget, and other factors necessary for success.
Conduct meetings and forums on various initiatives and projects that are part of the President’s scope
on the progress of projects; deliver these reports during regular stakeholder meetings.
Identify and resolve conflicts within project teams and associate work; create contingency plans to mitigate risk.
Office Administration:
Refer and/or redirect calls, e-mails, or visitors as required, backup reception duties for the Canadian Corporate/Ontario office as required
Coordinate office activities, including office social events.
Troubleshoot and/or escalate office administration issues.
Present a positive and professional image of the executive office to all visitors, suppliers, inquiries, and other persons.
Post-Secondary Diploma in Business or Office Administration, or relevant discipline, required.
~5-7 years' experience in an Administrative role preferred.
~ Strong knowledge of office procedures and practices.
~ Exceptional skills with Microsoft Office Suite (Outlook, Word, Excel, Power Point) – including advanced skills with Excel
~ Resourceful and flexible.
~ Ability to work flexible hours if needed.
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Today we are a vital, dynamic organization, repeatedly acknowledged by the Canadian Business Growth 500 as one of Canada’s Fastest-Growing Companies, recognized by Deloitte as one of Canada’s Best Managed Companies, recipient of the Canadian Business Excellence Awards for Private Businesses, and a winner of Waterstone Canada’s Most Admired Corporate Cultures Award. We live by our brand promise:
“ Our Brand Promise:
We create two-way relationships with customers and suppliers, offer diverse opportunities for our team, promote open communication with all of our stakeholders, focus on strengthening our industry and growing our company.
We will continue to find new ways to solve your challenges and take an active role in building a sustainable industry.
Proud to be named one of Canada's 10 Most Admired Corporate Cultures
Recipient of the Canadian Business Excellence Awards for Private Businesses
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