![Chisholm Fleming & Associates](https://media.trabajo.org/img/noimg.jpg)
Executive Assistant
7 days ago
Executive Assistant
At Chisholm, Fleming and Associates (just call us CFA), we understand that hiring the right people isn't just about us—it's about you.
Why Join Us?
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Innovative Environment: Work in a diverse, inclusive space where creativity is encouraged, and new ideas are always welcome
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Professional Growth: Whether you're just starting out or looking to advance your career, we offer hands-on learning, mentoring, and training opportunities
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Career Development: In a smaller company like ours, you'll take on more responsibility, earn greater recognition, and have a bigger impact on our success
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Employee-Centric Culture: We know that retaining great employees is key, and we're committed to making CFA a place you'll love to work
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Work-Life Balance: We understand life gets busy, and we support you in balancing your professional and personal life
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Legacy of Excellence: Be part of one of Ontario's oldest engineering consultancies, with a 60-year history and a forward-looking vision
If these sound like the right reasons to join a company, we'd love to hear from you
Key Responsibilities:
- Provide topnotch administrative support to our executives, managing calendars, scheduling meetings, and organizing travel
- Handle confidential information with utmost discretion and professionalism
- Prepare and coordinate materials for meetings, presentations, and reports
- Act as the primary liaison between executives and internal/external stakeholders
- Assist with personal tasks and errands for executives as needed
- Conduct research to support executive decisionmaking
- Organize and maintain both physical and digital files and records
- Plan and execute company events, meetings, and conferences
- Perform other administrative duties to support the smooth operation of the executive office
Detailed Responsibilities:
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Proactive Management: Take ownership of tasks and assignments, ensuring successful completion with effective communication
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Efficient Workflow: Create and maintain effective workflow and communications, handling multiple projects and tasks simultaneously
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Schedule Coordination: Manage the Director's schedule, prioritize appointments, and proactively resolve conflicts
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Professional Representation: Be an ambassador for CFA, ensuring all interactions reflect positively on the company
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Event Planning: Organize functions and special events, including conferences, seminars, and corporate events
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Presentation Preparation: Assist with the creation of business presentations and electronic materials
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Administrative Support: Provide general information, refer inquiries, and file correspondence and reports
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Mail and Deliveries: Prepare courier pick-ups, distribute mail, and manage administrative tasks for proposals or projects
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Employee Support: Organize employee reviews, participate in recruitment, and coordinate onboarding
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Client Interaction: Support client meetings for business development and follow up on project matters
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Document Review: Assist with the review and preparation of client agreements, ensuring accuracy and compliance
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Office Management: Maintain an orderly office environment and oversee custodial services
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Health and Safety: Participate in the Joint Health and Safety Committee
Qualifications:
- Previous experience in a senior administrative position
- Experience in professional services is a plus
- Advanced skills in Microsoft Word, Excel, PowerPoint, and Outlook
- Exceptional attention to detail and organizational skills
- Proven ability to prioritize tasks effectively
- Excellent interpersonal, written, and verbal communication skills
- Ability to exercise good judgment, initiative, and proactivity
- High standards of ethics and confidentiality
- Proficiency with social media platforms
- Chisholm, Fleming and Associates is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
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