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Executive Assistant

3 months ago

City of Langley, Canada United Traffic Control Full time

The Executive Assistant supports United Traffic’s Senior Management by providing expertise and assistance with meetings, events, and administration duties.

DUTIES & RESPONSIBILITIES

MEETINGS
  1. Prepare meeting agendas and assist with presentations
  2. Attend meetings, record and distribute minutes and log action items
  3. Follow up with Senior Management on action items at least two business days in advance of deadline
  4. Manage and maintain schedules, including appointments and meetings
EVENTS
  1. Support events, projects, and initiatives including setups
  2. Source and coordinate vendors and pricing
  3. Assist with event setups including logistics and itineraries
ADMIN
  1. Assist with preparation and editing documents, presentations, correspondence, and reports
  2. Maintain and organize electronic and paper files, ensuring confidentiality and security of information
  3. Respond to and prioritize incoming calls, emails and other communication
  4. Perform other assigned duties including purchases, pickups or deliveries

ACCOUNTABILITIES

  1. Reporting and presenting data
  2. Ability to switch focus and reprioritize tasks with little notice
  3. Meeting deadlines, commitments, and targets
  4. Following company safety policies and procedures

SKILLS & QUALIFICATIONS

  1. Strong verbal and written communication skills
  2. Executive assistant and minute note-taking experience, an asset
  3. Previous special event planning including vendor relations, an asset
  4. Ability to write professional and neutral-toned emails
  5. Communicate at a high level of understanding and clarity in English, both written and oral
  6. Strong organization and project management skills
  7. Solid experience with Microsoft 365, Internet, and PC
  8. Experience in an office environment
  9. Experience delivering client-focused solutions

OTHER

  1. SCHEDULE: Monday to Friday
  2. TIME: 10:00 AM to 2:00 PM, flexible based on business requirements
  3. CONTRACT: 1 Month with mutual option to extend month-to-month
  4. LICENSING: Valid driver’s license and clean driver’s abstract

The Executive Assistant role, including duties & responsibilities, is non-exhaustive and subject to change based upon development of the role and the requirements of United Traffic.

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