Executive Assistant

4 weeks ago

Vaughan ON, Canada DM Lyons Consulting Full time

Executive Assistant

75-85K

Our client in Woodbridge is looking for a full-time, organized, and self-motivated individual to provide support to their CEO and, on occasion, 2 of the partners.

This position will include a wide variety of duties with a high level of confidentiality and a comprehensive knowledge and understanding of the company’s structure and communication flow. Key attributes will include the ability to maintain schedules, work within assigned timelines and ensure all company priorities are aligned. The Executive Assistant will work hand in hand with the senior management team to schedule meetings and travel accommodations and ensures senior management’s correspondence is attended to and agenda items are completed. This individual will ensure that all workplaces are kept clean and in professional appearance.

Job Duties:

  • Manage and coordinate executive's calendar, ensuring optimal scheduling of meetings, conferences, and personal commitments.
  • Prepare and edit correspondence, communications, and presentations for the executive team.
  • Coordinate travel arrangements, including flight bookings, hotel reservations, and itineraries.
  • Handle incoming and outgoing communications, redirecting as necessary and ensuring timely responses.
  • Organize and maintain files, databases, and records, ensuring confidentiality.
  • Assist in the preparation and organization of board meetings, including agenda creation and minute-taking.
  • Serve as a liaison between the executive and internal/external stakeholders.
  • Conduct research, compile data, and prepare reports for executive-level decision-making.
  • Manage special projects as assigned, ensuring successful execution.
  • Prioritize conflicting needs and manage multiple projects simultaneously.
  • Carry out administrative tasks such as office management, supply ordering, and budget tracking.

Success Factors:

  • Strong understanding of office administration principles.
  • Outstanding communication and interpersonal abilities.
  • Excellent organizational, time management and prioritization skills.
  • Great team player and strong work ethic.
  • Energy and enthusiasm

Requirements:

  • Completion of High School Diploma or GED.
  • 5-7 years of administrative, reception or executive assistant experience.
  • Familiarity with office management procedures and basic accounting principles.
  • Excellent knowledge of MS Office Suite.
  • Strong written and verbal communication skills.
  • Ability to work in a fast paced, ever changing, environment.

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