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Executive Assistant

3 months ago

Richmond Hill, Ontario, Canada Staples Full time

Some of what you will do:

As the Executive Assistant & Events Coordinator, you will provide effective and efficient administration and coordination support to the Chief Commercial Officer and their respective teams helping the department to run smoothly and efficiently. You will serve as a point of contact with both internal and external partners including matters that can be confidential or critical in nature. In this role, you will also be responsible for the full organization and coordination of events within the enterprise and with external vendor partners.

Specifically, You Will:

  • Provide sophisticated calendar management. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
  • Act as a liaison and provide support to the leadership team. Arrange and handle all logistics for meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials.
  • Assist in preparing, compiling, designing, review and coordinate various materials requiring full knowledge of Microsoft Office systems to be able to summarize and communicate finding for presentations and executive summaries.
  • Complete a broad variety of administrative tasks that facilitate the leadership team's ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense reporting.
  • Tracks, follows through requests, manages logistics (for example: department vacation planner, supplies, preparation, and submission of expense reports), and handles correspondence/emails.
  • Coordination of high attendance meetings, conferences, and seminars (catering, booking venues, negotiating contracts, coordinating invitees, travel etc.).
  • Event scheduling, liaising with others for event set up, coordinating activities and functions, business communications, resolving issues that may occur and escalating as required.

Some of what you need:

  • Completion of a College or University degree or relevant education or experience, specific to business and event coordination.
  • 5+ years of progressive experience in an administrative support/executive assistant role
  • Highly developed administrative and organizational skills with the ability to handle multiple priorities, work under pressure and meet strict deadlines
  • Strong verbal and written communication skills
  • A proven multi-tasker with a high level of detail orientation
  • Professional tact and diplomacy are essential with the ability to comprehend and act on complex and sensitive matters
  • Must display sound judgement, strong attention to detail and willingness to take initiative
  • Superior knowledge of and experience with computer applications, specifically Outlook, Word, Excel, PowerPoint, and the Internet. Experience with Office 365 is an asset.
  • Excellent Microsoft office skills; specifically, Outlook, Word, PowerPoint and Excel.
  • Coordinating Video and Audio Conference Calls
  • Creating and Maintaining Databases
  • Strong communication, interpersonal and time management skills
  • Excellent research skills
  • Demonstrated ability to work in a fast-paced environment and manage multiple priorities.
  • Manages relationships in an effective and efficient manner
  • Self -motivated and able to work under minimal supervision.

Some of what you will get:

  • Associate discount
  • Health and Dental benefits
  • RRSP/DPSP
  • Performance bonuses
  • Learning & Development programs
  • And more...

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