Executive Assistant

2 weeks ago

Mississauga, Canada Grasshopper Solar Full time

**Job Title**: Front Desk receptionist / EA (On-site)

**Reports to: HR Manager**

Grasshopper Energy is Canada’s leading clean energy company, focusing on acquisition, development, EPC and long-term ownership of clean energy projects around the world. We foster a work culture that is dynamic and fast-paced, promoting the values of collaboration, professionalism, honesty, and hard work in an environment.

Grasshopper has been the recipient of multiple national industry awards including Solar Innovator of the Year, Project Finance Innovator of the Year and Solar Developer of the Year. Grasshopper at its core recognizes that its people are its most important asset and is seeking the best to be part of our team. We ensure our team members are taken care of with best in class overall compensation including competitive benefits, health & wellness incentives, career progression and an opportunity to experience an exciting entrepreneurial work environment.

**Responsibilities**:

- Managing and planning day to day activities for executive team including CEO
- Provide superior confidential support, reset priorities or schedules to respond to changing organizational needs.
- Proofread a variety of correspondence for and on behalf of the C-Suite and senior management team
- Schedule meetings and travel locally and internationally including hotel booking, flights and the preparation of meeting materials and the taking of minutes in-person and online platform
- Organize events spearheaded by the Executive office, including managing invitation lists and working with the Events team to ensure their smooth operation
- Managing front desk - Greet visitors and provide widespread support to visitors
- Acting as first point of contact for all internal and external stakeholders - maintenance, mailing, shipping, supplies, and errands
- Managing meetings in the boardroom - set up, clean up and organization
- Manage contract and price negotiations with office vendors and service providers
- Clerical, administrative, and secretarial responsibilities and tasks including fax, courier and mail inbox
- Organize office operations and procedures in line with Health and Safety requirements
- Address employees' queries regarding office management issues (e.g., stationery, hardware, and travel arrangements)
- Liaise with facility management vendors, including cleaning, catering and security services
- Maintain the office condition and arrange necessary repairs
- Coordinate with IT department on all office equipment
- Manage incoming and outgoing mail/correspondence
- Ensure that all items are invoiced and paid on time
- Ensure kitchen supplies and weekly snacks are timely stocked, invoiced and paid
- Creating, documenting and distributing administrative policies
- Maintain and manage the Health & Safety practices, committee and maintain the H&S manual
- Plan in-house or off-site activities, like parties, picnics, town-halls, celebrations, and conferences

**Skills/Competencies**:

- Excellent organizational skills and the ability to prioritize and handle several levels of requests at the same time
- Excellent interpersonal and relationship building skills
- Excellent verbal and written communication skills
- Excellent attention to detail and a high level of accuracy
- Flexibility and Availability to the C-Suite based on requirements from the CEO’s office

**Education and Experience**:

- Proven track record (5-7 years) of support to a senior leader, including complex scheduling/calendar management and detailed international travel support
- Advanced knowledge in MS Outlook, Excel, Word and PowerPoint
- Experience with complex, multi-currency expense reports

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