Administrative Assistant, CEO Office

3 weeks ago

Richmond Hill, Canada Mon Sheong Full time

The incumbent provides administrative support to the CEO and Senior Management team.

Reporting to Executive Assistant & Stakeholder Relations.

Responsibilities

  • Collaborating with internal and external stakeholders to plan, coordinate meetings and materials to ensure success of the meeting/appointment.
  • Managingcalendars for the CEO and senior management as required.
  • Planning and coordinating meetings including organizing and preparing agendas, recording and distributing minutes, and ensuring all room requirements are meticulously met.
  • Attending and minutes taking during meetings as required.
  • Researching, and developing various draft internal and external correspondence, reports, proposals and presentations.
  • Assisting with various aspects of special projects.
  • Maintaining an effective filing system (hard copy and electronic files).
  • Maintaining the image of the CEO Office by adhering to a professional and consistent standard.
  • Cross coverage for administration support and other duties as assigned by members of the senior management.

Qualifications

  • Post-secondary education in Business Administration, or a relevant discipline, is required.
  • 1-2 years of working experience in an administrative role is an asset.
  • Excellent written and oral communication skills in both English and Chinese.
  • Ability to exercise discretion and judgment, with a high degree of initiative and able to meet deadlines.
  • Proficiency in Microsoft Office, with a strong emphasis on Excel, Outlook, Word and PowerPoint.
  • Highly developed interpersonal skills, with demonstrated ability to interact and communicate with all levels of the organization and an excellent telephone manner.
  • Knowledge of Committee settings and procedures.
  • Experienced in scheduling and coordinating meetings as well as preparing agendas and taking minutes.
  • Excellent time management and multi-tasking skills, with attention to detail.
  • Must be able to maintain flexible work schedule to allow attendance of meetings and events in evenings or on weekends, as required.
  • A valid driver’s license with access to a reliable vehicle.

Note: We thank all candidates for their interests. However, only those selected for interviews will be contacted. No phone calls please.

Disclaimer: Mon Sheong Foundation is an equal opportunity employer and is committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If contacted for an employment opportunity or testing, please advise Human Resources if you require accommodation.

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