Executive Assistant

6 months ago

Waterloo, Canada RIVERSIDE MILLWORK GROUP INC Full time

Are you ready for change, challenge, and opportunity? Whether you're looking to launch your career or grow an existing one, Riverside Millwork Group is the type of company that supports its employees no matter where they are in life or their career.

Riverside Millwork Group is a forward-thinking group of companies built upon a solid foundation of values that we continue to live by every day. Since 2005, Riverside has been supplying homeowners and builders with the finished products that make a house a home. Our suite of millwork products includes interior and exterior wood doors, interior mouldings, door hardware, closet organizers, custom millwork solutions, and millwork installations.

As one of Canada's fastest growing companies, we are looking to give the right individual an opportunity to excel within our organization. We are seeking a dependable and motivated **Executive Assistant **to join our team in **Waterloo, ON.**

**Essential Functions**:

- Conserve and defend senior leadership’s time.
- Contribute to the executive team’s success by accomplishing related results as needed.
- Maintain confidentiality and discretion with highly sensitive information.
- Manage and maintain executives' schedules ensuring calendars are up to date.
- Make travel arrangements for executives as required.
- Prepare reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
- Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
- Answer phone calls and direct calls to appropriate parties or take messages.
- Prepare responses to correspondence containing routine inquiries.
- Greet visitors and determine whether they should be given access to specific individuals.
- Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
- Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
- Prepare presentation and materials for meetings conducted by executive(s).
- Perform general office duties, such as placing requisition for supplies, maintaining records management database systems,
- File and retrieve corporate documents, records, and reports.
- Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
- Attend meetings to record minutes; compile, transcribe, and distribute minutes of meetings.
- Provide clerical support to other departments.
- Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.
- Cultivates professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
- Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
- Ad-hoc projects as assigned by members of the executive team.
- Perform other duties as required.

Work Environment: Office.

**JOB SPECIFICATIONS**:
**Education**:

- Post-secondary degree in public administration, political science, business, or a related discipline is usually required.

**Experience**:

- 3+ years’ experience in an Executive Assistant role.
- 5+ years’ experience in Administration.
- Previous experience supporting an executive team (multiple members) and managing multiple calendars.
- Previous experience in manufacturing, or construction environment is considered an asset.

Knowledge, Skills, Abilities, and Other Attributes:

- Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.
- Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
- Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
- Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
- Attention to detail.
- High level of personal integrity.
- Dependability - reliable, responsible, and fulfills obligations.
- Time management.
- Strong oral and written communication.
- Reading comprehension.
- Scheduling and coordination.
- Stress tolerance - the ability to deal calmly and effectively with high-stress situations.
- Active Listening - giving full attention to what other people are saying, taking time to understand the p

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