Executive Assistant

2 weeks ago

Hamilton Ontario, Ontario, Canada Peak Associates Limited Full time

Our client is a rapidly growing company in the Real Estate Development space. As the organization continues to expand, they are seeking a highly organized and motivated Executive Assistant to support the Founder & President.


This role is crucial to ensuring the smooth operation of the executive office and enabling the continued success of the team. The ideal candidate has previous experience working in a high-functioning corporate EA role and thrives in fast-moving and dynamic setting.


Key Responsibilities:

  • Executive Assistant to the President
  • Manage large volumes of incoming communications such as e-mail, calls, messages, appointments, and determine their significance
  • Manage interpersonal communications ensuring calls are properly screened or in-person attempts at meeting are intercepted in an attempt to enforce proper protocol
  • Document management including proper distribution, paper filing and electronic filing. Preparing cheques and/or corporate documents for signatures, printing, completion of forms, arranging execution and ensuring appropriate delivery to respective parties
  • Ensure confidentiality of all information, particularly highly sensitive information
  • Manage business and personal schedules, calendars, and contact database
  • Coordinate and make arrangements for meetings and events including communication notices, catering requirements, etc.
  • Event Planning Support for seasonal celebrations, corporate and charitable events
  • Project Management of tasks as delegated; following up on deadline deliverables, monitoring agendas, and other corporate support as required
  • Arrange travel as required
  • Completion of monthly expense reports and invoice submission to accounts payable for processing
  • Manage security alerts and determine areas requiring immediate attention
  • Work independently to prioritize and balance workload to meet deadlines


Requirements:

  • 5-7 years of experience in a similar role
  • Exceptional organizational skills able to manage multiple priorities
  • Microsoft Office program certifications or exceptional Microsoft Office Skills (Outlook, Word, PowerPoint, Excel)
  • Valid driver's license and access to a vehicle preferred
  • Self-starter with the ability to work independently
  • Able to adapt to significant change, ambiguity and time pressures
  • Demonstrated business professionalism
  • Strong interpersonal and communication skills
  • Ability to influence and negotiate
  • Strong attention to detail

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