Personal/executive Assistant to CEO

3 weeks ago

Mississauga, Canada Drive Products Full time

**Job Purpose**

The Personal/Executive Assistant is responsible for a wide variety of administrative duties, including typical personal assistant and executive assistant duties as well as other functions and services, such as arranging travel plans, minute-taking during meetings, and scheduling appointments.

**Major Responsibilities - not exhaustive**
- Effectively manage the calendar of the CEO and other members of executive team by planning and scheduling meetings, conferences, teleconferences, and travel, while ensuring their schedules are efficiently maximizing usage of time
- Provide assistance to the CEO and other members of the executive team in managing personal affairs
- Complete expenses in an accurate and timely manner
- Provide responsive and proactive support in managing all requests, including preparation and coordination of reports, communications, spreadsheets, client correspondence and meetings
- Prepare travel schedules, book travel arrangements, and make all reservations as required
- Draft letters and documents
- Produce information in form of a presentation or proposal by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
- Route, and prioritize mail
- Create, maintain, and access files and filing systems
- Set up boardroom for meetings with customers, suppliers and other contacts and oversee catering as required
- Maintain highest level of confidence and protect operations by keeping information confidential
- Contribute to team effort by accomplishing related results as needed by working in collaboration with the Finance/Accounting department and other organization departments as required
- Participate in training provided
- Compliance with all internal Policy and Procedures including, but not limited to, Health and Safety and Quality Management
- Compliance with all regional legislation including Occupational Health and Safety
- Other duties as required

**Qualifications - Educational Requirements**
- Post-Secondary education and/or related experience required
- Minimum 3+ years of experience working as an Executive/Personal Assistant for a CEO/COO/President

**Qualifications - Knowledge/Skills**
- Excellent technical skills, including above expert knowledge of Microsoft Office, including PowerPoint and Excel. Ability to prepare presentations, documents, and reports
- Ability to work under pressure in a fast-paced environment and deal with change and continuously shifting requirements
- Highest level of organization and detail-orientated skills
- Exercise independent judgement and maintain confidentiality at all times
- Excellent interpersonal and time management skills in addition to high attention to detail and proven ability to work collaboratively in real time
- Welcomes challenges, but comfortable doing administrative/repetitive tasks

**Required Licenses/Certifications**
- Driver’s license

**Working Conditions**
- General office conditions. Manual dexterity required to use desktop computer and peripherals. Overtime may be required as deemed operationally necessary.

While the job description listed is intended to be an accurate reflection of the current job, the company reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed when circumstances change (i.e., emergencies, changes in personnel, workload, or technological developments)

**Salary**: $45,000.00-$55,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday
- Overtime

Supplemental pay types:

- Commission pay
- Overtime pay

Ability to commute/relocate:

- Mississauga, ON: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Executive/Personal Assistant: 3 years (preferred)

Work Location: One location

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