Executive Assistant

1 week ago

Aurora, Ontario, Canada Matheson Constructors Full time

Date Posted:

  • 04/12/2023
    Location:
  • Aurora, ON
    Salary Interval:
  • Full-Time Permanent
    Application Instructions
Please complete in one session.

Position Description

We are partners
Matheson Constructors is a leading construction firm focused on delivering exceptional construction management, general contracting, design-build and public-private partnerships.

We are currently looking for an Executive Assistant, reporting to the President, supports and enhances the efficiency of the CEO, President and the Senior Executive Team while providing superior service to internal/external customers as required.


Role Responsibilities

Essential Duties and Responsibilities include,** but are not limited to the following:

  • Provides administrative support to the Senior Executive Team, including anticipating and initiating appropriate action on incoming issues. Reviews and directs communications and initiates responses in a timely and appropriate manner.
  • Exercises superior confidentiality and judgement in the management of the Senior Executive Team's information, priorities, and appointments.
  • Maintains the President and CEO's itinerary via his Outlook Calendar, including scheduling appointments and meetings, and research information and background materials as directed to support the President and CEO's preparation for commitments and activities.
  • Maintains the Senior Executive Team's records and files (both electronic and hard copy) in an organized, confidential, and effective manner.
  • Assists the Senior Executive Team on reasonable personal matters including drafting letters, making reservations, arranging meetings, financial matters, professional engagement, and nonprofit board member obligations.
  • Prepares and processes correspondence (including that of a confidential nature) reports, statistical statements, presentations, communications, speaking notes and minutes and manages reviews and approval processes by the Senior Executive Team.
  • Acts as the President and CEO's first point of contact for internal and external contacts and requests to facilitate smooth, effective and accurate information flows.
  • Offers superior customer service and fosters a working environment that encourages and promotes the continuous improvement of service delivery through automation of processes and procedures.
  • Locates, extracts and consolidates information required in reports and correspondence.
  • Arranges travel, hotel and car reservations for team members as directed and prepares itinerary to ensure time and cost effectiveness.
  • Receive, screen, refer and redirect inbound telephone calls, mail and visitors as required.
  • Receive incoming mail, taking notice of required actions and deadlines to ensure timeliness of response and required actions.
  • Act as an ambassador of the Company, presenting a positive and professional image to all visitors, clients, vendors and other persons.
  • Leads the expense reporting process for the Senior Executive Team, ensuring timely and accurate reimbursement in adherence to finance policies.
  • Compiles, tracks, and collates Senior Executive Team corporate credit card expenses and receipts for monthly reconciliation.
  • Provides temporary support to visiting executives including logistics, meeting planning, meals and travel itinerary support.
  • May provide support in planning and participation of corporate events as required, including Holiday Event, Annual Executive Planning Retreat, community outreach events.
  • Assists in legal matters, procuring and distributing documents, producing correspondence, scheduling.
  • Coordinates tickets, sponsorships, and attendance to special events, as directed by Senior Executive Team.
  • Support adhoc business requests as needed by the team.

Position Requirements

Educational and Professional Requirements

  • Diploma/degree in Business Administration or related field.
  • 5+ years experience as an Executive Assistant

Equal Opportunity Employer
Matheson Constructors is an equal opportunity employer.

  • We thank all applicants for their interest in the position but only those identified for further consideration will be contacted._

Accessibility:

NOTICE TO THIRD PARTY AGENCIES:
Please note that Matheson Constructors does not accept unsolicited resumes from recruiters or employment agencies.

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