Executive Assistant

2 weeks ago

Golden Horseshoe, Canada Beedie Full time

As an Executive Assistant and Office Administrator, you’ll play a vital role in support our Executive Vice President, Eastern Canada as well as ensuring the smooth operation of the Ontario office. This dual-faceted role requires a highly organized, detail-oriented, and proactive professional capable of managing multiple tasks efficiently in a fast-paced setting. The ideal candidate will have exceptional communication skills, a strong ability to prioritize, and a readiness to handle the needs of the office and its staff.

Primary responsibilities include calendar management, ownership of office maintenance, process improvement, cultivating vendor/colleague relationships, and providing exceptional client service to ensure the office is well managed on all fronts. You are incredibly pro-active, not afraid to ‘roll-up your sleeves’ and get ANY job done, and you are a master at anticipating needs and expertly navigating ambiguity. 

Key Responsibilities
  • Executive Assistant
  • Manage the day-to-day schedule of the Executive Vice President, Eastern Canada and provide full support to planning and managing relationships
  • Track all critical dates for business and personal events
  • File management and organization in Teams, SharePoint, and Outlook
  • Plan and manage weekly team meetings including advance preparation of agendas
  • Prepare Executive Vice President for internal meetings, customer meetings, events and vendor/partner meetings
  • Facilitate ad-hoc projects as needed
  • Office Administration
  • Collaborating with head office to maintain processes in optimizing office operations – including standardizing office protocols (where feasible)
  • Coordinate incoming and outgoing parcel deliveries
  • Coordinate office activities and events
  • Assist with researching and maintaining vendor relationships to support office efficiencies and initiatives
  • Inventory management and assist with ordering of office supplies and kitchen needs
  • Servicing of coffee/ice machines, office equipment, etc., liaising with appropriate vendors or individuals where support is needed
  • Management of employee parking program
  • Oversee the maintenance of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities
  • Set up or clean-up of workstations/offices for new or departing employees
  • Provide office tours to new hires
  • Manage vendor relationships with property management cleaners, plant maintenance, dry cleaners, iron mountain and personal trainer contractors as to added tasks, concerns etc.
  • Assist with assessing and implement in-office services that yield the following outcomes: convenience, wellness support, alignment with culture
  • Support with coordinating employee training and development initiatives
  • Errands as required
  • Facilitate ad-hoc projects as assigned
  • Travel Administration
  • Assist with tracking of travel bookings for Toronto team members
  • Track and update travel logistics as needed on Outlook 
Desired Skills and Experience
  • 5+ years’ experience in an office management or administrative role
  • Strong interpersonal skills and the ability to contribute effectively within a team environment
  • Ability to work efficiently and without constant supervision
  • Ability to multi-task and meet multiple objectives in short time periods
  • Strong computer literacy including effective working skills of Microsoft Office Suite (Word, Excel and PowerPoint) Microsoft Teams, Microsoft Dynamics CRM, Outlook, and SharePoint.
  • Exceptional time management and organizational skills
  • Excellent communication skills (oral and written)
  • Ability to identify, assess and solve problems/issues independently and proactively
  • Strong sense of integrity, professionalism and loyalty
  • Sense of humor
  • Proactive, positive, and outgoing
  • Flexible and comfortable with ambiguity
  • Confidentiality and discretion on sensitive information
  • Experience working in a very fast-paced environment
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