Executive Assistant

4 days ago

Stouffville ON, Canada Multiwide Mechanical Contractors Ltd Full time

Company Description

Mechanical Contracting Company established in 1994. Servicing the Greater Toronto Area

Role Description

This is a full-time on-site role for an Executive Assistant located in Whitchurch-Stouffville, ON. The Executive Assistant will be responsible for providing administrative support to the President, Vice President and their respected departments. Managing expense reports, assisting with executive support tasks, and basic property management and cost tracking, serve as the point of contact with both internal and external partners including matters that can be confidential in nature.

Specifically, You Will:

• Provide sophisticated calendar management. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.

• Act as a liaison and provide support to the leadership team. Arrange and handle all logistics for meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials.

• Assist in preparing, compiling, designing, review and coordinate various materials requiring full knowledge of Microsoft Office systems to be able to summarize and communicate finding for presentations and executive summaries.

• Complete a broad variety of administrative tasks that facilitate the leadership team’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense reporting.

• Tracks, follows through requests, manages logistics (for example: department vacation planner, supplies, preparation, and submission of expense reports), and handles correspondence/emails.

• Coordination of high attendance meetings, conferences, and seminars (catering, booking venues, negotiating contracts, coordinating invitees, travel etc.).

Qualifications

  • Executive Administrative Assistance and Administrative Assistance skills
  • Experience in managing expense reports
  • Ability to provide executive support
  • Strong communication skills, both written and verbal
  • Ability to make judgement calls based off experience
  • Excellent organizational and time management skills
  • Attention to detail and problem-solving abilities
  • Proficient in Microsoft Office
  • Knowledge of relevant software and tools

• Demonstrated ability to work in a fast-paced environment and manage multiple priorities.

• Manages relationships in an effective and efficient manner

  • Self -motivated and able to work under minimal supervision.

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