Executive Assistant

1 week ago

Aylmer, Canada IGPC Full time

Position Summary

  • The Executive Assistant will report to the Director of HR and Administration or designate. The Executive Assistant provides administrative support to the CEO and Administration departments at IGPC, often of a confidential nature. The Executive Assistant will have full knowledge of company procedures as scheduling, directing phone calls, and preparing reports of significant importance.
  • The Executive Assistant oversees IGPC's reception area and ensures positive interactions with IGPC employees, contractors, vendors, and visitors at all times.

Minimum Qualifications and Skills

  • Must be a minimum of 18 years of age.
  • Must possess a minimum of 3 years experience in a business and/or administration position.
  • Must possess social media skills and experience (Twitter, Instagram, Facebook, etc.)
  • Must have a postsecondary education in a Business Administration or possess relevant experience.
-
Demonstrated:

- effective communication and organizational skills,
- ability to provide efficient and professional service,
- strong attention to detail and displays a high level of accuracy,
- effective communication and organizational skills,
- teamwork and problem-solving skills, and
- proficiency in all forms of written communications.

  • Proven positive attitude.
  • Excellent multitasking, organizational and work prioritization skills.
  • Fluent in the use of Microsoft Word, Excel, and Outlook.

Core Competencies

  • Accountability/Dependability
  • Adaptability
  • Communication
  • Creative/Innovative Thinking
  • Critical Thinking
  • Customer Focus
  • Detail Oriented
  • Emotional Intelligence
  • Energy & Stress Management
  • Ethics/Integrity
  • Planning/Organizing
  • Resourcefulness
  • Teamwork
  • Time Management

Responsibilities

  • Provide direct administrative and office support to all members of the IGPC team, as directed by verbal or written instruction.
  • Provide support to the CEO and Board of Directors by preparing reports and championing all meeting preparations.
  • Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence.
  • Answer and manage inbound telephone inquiries.
  • Provide support for all employee questions, requests, and concerns, and escalate to the Director of HR & Administration as needed.
  • Ensure adequate supplies of office stationery, general office supplies, office furniture, and other equipment.
  • Provide support in Employee programs, such as service awards and recognition programs.
  • Assist in organizing logistics and materials for internal and external meetings, including travel arrangements.
  • Assist with scheduling and coordinating necessary training.
  • Manage shareholder login/account questions regarding access to the shareholder portal.
  • Provide support to the sales and/or marketing teams by arranging logistics for trade shows and other events.
  • Provide support to the finance team as needed.
  • Handle confidential information with discretion and professionalism.
  • Support and participate in Employer sponsored community events.
  • Work in compliance with all Company policies, procedures, and Legislation.
  • Report all workplace incidents to the Director of HR and Administration or designate.
  • Act as a representative of the company when communicating with customers, contractors, and vendors.
  • Demonstrate effective problemsolving skills and willingness to work as a group toward solutions.
  • Comply with the health and safety rules defined in IGPC Ethanol's Employee Handbook.
  • Comply with the provisions of the Occupational Health and Safety Act and use all equipment, protective devices and/or clothing required by IGPC Ethanol Inc.
  • Fully participate in the training required to perform in the position.
  • Form decisions with a commonsense approach that supports the best interest of IGPC.
  • Perform other duties as delegated.

Working Conditions

  • Must be able to work independently and demonstrate a high level of professionalism at all times.
  • Some travel may be required.
  • Hybrid working model available following necessary training, with expectation to attend onsite when required.

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