Executive Assistant
3 weeks ago
Now, if you were to come on board as one of our Executive Assistant , we’d ask you to do the following for us:
- Maintain Executive's schedule and prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements
- Coordinate high attendance meetings, events, conferences, teleconferences and provincial/international travel (catering, booking venues, negotiating contracts, coordinating invitees etc.)
- Act as a liaison and support leadership teams by attending meetings in the Executive’s absence and deliver/receive messages on Executive’s behalf
- Manage communication between Executive and associates, liaise with internal and external executives on various projects
- Oversee all incoming and outgoing communications, reports, internal correspondences, emails and phone calls
- Keep the Executive informed on status of team projects and other useful information related to day-to-day operations
- Use various software such as word processing spreadsheets, databases and presentation tools
- Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
- Take meeting minutes, create, monitor and follow up on action items
- Provide historical reference, guidance, and recommendations by developing and utilizing filing and retrieval systems and recording meeting discussions
- Maintain customer confidence and protect operations by keeping information confidential
- Prepare reports by collecting and analyzing information
- Complete projects by assigning work to administrative staff and following up on results
- Secure information by completing database backups
- Maintain and verify office supplies inventory
- Prepare and distribute correspondence and process invoices and expense reports
- Maintain a high degree of discretion and confidentiality with sensitive information
- Ad hoc assignments as required
Think you have what it takes to be our Executive Assistants ? We’re committed to hiring the best talent for the role. Here’s how we’ll know you’ll be successful in the role.
- 5+ years of professional office administrative experience supporting an Executive
- Post-secondary education in Office Administration is an asset
- Highly developed administrative and organizational skills
- Ability to handle multiple priorities, work under pressure and adapt quickly to unforeseen situations and events
- Excellent Microsoft Office Skills, specifically with Word, Outlook, Excel and PowerPoint
- Interpersonal skills; flexible team player, willing to adapt to changes
- Excellent and effective communication skills with all levels of staff, the public, field management and clients
- Self-motivated and able to work under minimal supervision
- Excellent time management & exceptional attention to detail
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