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Executive Assistant

6 months ago

Burlington, Canada Mckeil Marine Limited Full time

Established in 1956, McKeil Marine is one of Canada’s leading marine service providers.

We deliver customized marine transportation and project services throughout the Great Lakes and St. Lawrence Seaway, East Coast and in the Canadian Arctic.

Our growing fleet of bulk carriers, tankers, tugs, barges and workboats are operated by highly skilled sailing crew and backed by a sophisticated management group, all of whom make safety, risk management, innovation and customer service their top priorities.

Our seasoned commercial leaders, project managers, naval architects, engineers and design technologists bring a collaborative approach to problem solving. We convert challenges into solutions and turn innovation into action.

At McKeil, we deliver better marine solutions. We’re actively seeking the next challenge. We invite you to discover more about our services, fleet and crew.

**Executive Assistant**

We have an immediate opening for an **Executive Assistant **based out of our Burlington office location to contribute as a collaborative member and provide full administrative support to the executive team ensuring highest level of professionalism, diplomacy, and confidentiality.

**Key responsibilities**:

- Provide full administrative support to executive team with day-to-day operations, ensuring a high level of professionalism in all interactions.
- Coordinate meetings and associated logistics including but not limited to meeting room booking, agenda preparation, technical resource requirements, etc.
- Prepare and draft communications, announcements, and/or review communications to ensure a high level of accuracy and professionalism for both internal and external audiences.
- Receives and assist visitors and callers and respond to inquiries using sound judgment within area of expertise.
- Manage incoming and outgoing courier deliveries.
- Oversee that all essential documentation is recorded and distributed to appropriate individuals (meeting minutes, agendas, meeting packages, etc. as required).
- Create and maintain files ensuring discretion and confidentiality for various functional executives.
- Provide ‘cultural support’ to enhance company events or activities and sustain a positive and engaging workplace.
- Write and edit bi-weekly internal employee newsletter; liaise with external suppliers to plan and produce print communications materials, as required.
- Participate and assist with maintaining company’s social media presence across all digital channels.
- Coordinate and support execution for company sponsored events.
- Manage and maintain office and kitchen supplies for facility.
- Act a member of the Facilities team by liaising with the landlord to maintain the office condition and arrange necessary repairs, coordinating with IT department on all office equipment.
- Manage and prepare and process expense reports according to corporate requirements.
- Provide relief for other administrative resources during vacation periods.
- Special projects as assigned.
- Other duties and responsibilities as required from time to time.

**Minimum Requirements**:

- 5 years+ proven experience supporting executive level team members or other relevant administrative support experience with senior leaders and external customer/contacts and dealing with confidential matters.
- College diploma, administrative professional accreditation (Canadian Certified Administrative Professional) or equivalent experience is required.
- Extremely organized with the ability to manage multiple priorities and work independently in quickly changing environment.
- Excellent verbal and written communication skills with the ability to communicate at all levels both verbally and in written correspondence.
- Possess superior attention to detail.
- Highly energetic and a positive attitude towards change. Be a team player who pitches in to get the job done
- Extensive experience with MS Office Suite (Outlook, Word, Excel, Powerpoint, Sharepoint, and Teams)
- Bilingualism (French/English) would be an asset.
- Experience in Word Press website management would be an asset.

**Working Conditions/Special Notes**:

- Burlington head office with hybrid working model work schedule upon successful completion of onboarding (3 days minimum in office)
- Additional hours may be required dependent on operational demand.

You will join a team of passionate colleagues in a fast paced, growing organization that supports all communities in which we operate. McKeil Marine offers a very competitive total compensation program.

We thank all applicants but advise that only those selected for an interview will be contacted. McKeil Marine is committed to the principles of Employment Equity.