Executive Assistant

6 days ago

Golden Horseshoe, Canada Beedie Full time

As an **Executive Assistant and Office Administrator**, you'll play a crucial role in supporting our Executive Vice President for Eastern Canada and ensuring smooth operations at the Ontario office. This diverse position needs a highly organized, detail-oriented, and proactive professional who can efficiently handle multiple tasks in a fast-paced environment. The ideal candidate will possess exceptional communication skills, strong prioritization abilities, and be ready to address office needs effectively.

Main responsibilities include calendar management, office maintenance, process enhancement, building relationships with vendors and colleagues, and delivering excellent client service to keep the office running smoothly. You are highly proactive, willing to get any task done, and excel at anticipating needs even in uncertain situations.

Key Responsibilities
  • Executive Assistant
  • Manage the Executive Vice President's daily schedule and provide support in planning and nurturing relationships
  • Keep track of all important dates for business and personal events
  • Organize files in Teams, SharePoint, and Outlook
  • Plan and conduct weekly team meetings, including preparing agendas in advance
  • Get the Executive Vice President ready for internal meetings, customer meetings, events, and partner meetings
  • Take care of ad-hoc projects as needed
  • Office Administration
  • Collaborate with the head office to streamline office operations, including standardizing protocols where applicable
  • Manage incoming and outgoing parcel deliveries
  • Coordinate office events and activities
  • Research and maintain vendor relationships to enhance office efficiencies
  • Manage inventory and assist in ordering office supplies and kitchen essentials
  • Maintain coffee/ice machines, office equipment, etc., and liaise with relevant vendors or individuals for support
  • Administer the employee parking program
  • Supervise office maintenance, layout, and housekeeping
  • Set up or clean workstations/offices for new or departing employees
  • Provide office tours to new hires
  • Manage vendor relationships for various services and tasks
  • Assist in implementing in-office services that focus on convenience, wellness, and cultural alignment
  • Coordinate employee training and development initiatives
  • Handle errands as necessary
  • Take care of ad-hoc projects as assigned
  • Travel Administration
  • Assist in tracking travel bookings for Toronto team members
  • Update travel logistics on Outlook as required
Desired Skills and Experience
  • 5+ years of experience in office management or administrative roles
  • Strong interpersonal skills with an ability to work effectively in a team environment
  • Capability to work efficiently and independently
  • Proficient in multi-tasking and meeting objectives in short timeframes
  • Advanced computer skills including Microsoft Office Suite, Microsoft Teams, Dynamics CRM, Outlook, and SharePoint
  • Exceptional time management and organizational skills
  • Excellent communication skills, both oral and written
  • Proactive problem-solving abilities
  • Integrity, professionalism, and loyalty
  • Sense of humor
  • Proactive, positive, and outgoing attitude
  • Comfortable with ambiguity and adaptable
  • Ability to handle confidential information with discretion
  • Experience in fast-paced work environments

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