Executive Assistant

2 weeks ago

Oshawa, Canada AFM Industries Full time

**Who We Are**

Due to continued and expected growth, we are seeking an experienced and highly motivated Executive Assistant to join our dynamic organization and provide support to the president. If you are seeking a role that combines challenge and a chance to make an impact, look no further

**Job Summary**

As the Executive Assistant, you will be a pivotal asset in supporting the President in their day-to-day operations and strategic decision-making processes. This critical role requires a seasoned professional with substantial experience assisting at an executive level. Your responsibilities will encompass a wide range of administrative, organizational, and communicative tasks, all of which contribute to the President's overall efficiency and effectiveness.

**Responsibilities**:

- Calendar Management: Efficiently manage the President's schedule, including organizing meetings, appointments, tradeshows, and conferences. Coordinate with internal and external stakeholders to ensure all engagements align with the President's priorities and strategic objectives.
- Travel Coordination: Plan and coordinate travel itineraries, accommodation, and transportation for the President's business trips, considering time constraints, preferences, and budget guidelines.
- Meeting Coordination: Prepare agendas, collate necessary materials, and ensure timely distribution to participants ahead of meetings. Attend meetings when required, take minutes, and follow up on action items to ensure completion.
- Liaison and Relationship Management: Act as a primary point of contact between the President and internal/external stakeholders (staff, clients, partnersetc.), relaying messages, resolving inquiries, and representing the President with a professional and approachable demeanor.
- Executive Support: Provide comprehensive support to the President in decision-making processes, assisting with research, data analysis, and providing insights for strategic initiatives.
- Special Projects: Assist in special projects and initiatives, collaborating with other departments and team members to ensure their successful completion.
- Information Management: Maintain organized records, files, and databases, facilitating easy access to critical information for the President's reference.
- Being the trusted gatekeeper of highly sensitive and confidential information, demonstrating your utmost integrity and maturity in handling daily activities that impact the President and our organization.
- Any other ad hoc duties as required by the president

**Requirements**:

- A college diploma or undergraduate degree
- Minimum 3 years of administrative support experience or Executive Assistant supporting C-level executives or high-level management personnel.
- Impeccable professionalism, discretion, and integrity in handling sensitive information.
- Excellent verbal and written communication skills with the ability to interact confidently with individuals at all levels.
- Strong organizational and time management abilities, capable of handling multiple tasks and priorities in a fast-paced environment.
- Demonstrated ability to anticipate challenges and proactively address them.
- Technological savvy and high proficiency with Microsoft Office (Word, Excel, and PowerPoint) and other office software and productivity tools, as required.
- Experience with complex calendar management, booking high-profile meetings, events, and scheduling travel.
- Willingness to adapt to changing priorities and work independently as well as part of a team.

**Other Requirements**:

- Office-based position (In person)
- Works a 37.5 hours work week, Monday through Friday, and as needed after hours
- Work hours may vary depending on the needs of the President
- Attendance at outside meetings and special events may be required from time-to-time.
- Occasional travel may be required

**What We Offer**
- Competitive Salary: $55,000 - $60,000 per year
- Annual Performance Bonus
- Health Benefits
- Retirement Saving Plan Match
- Exciting and Challenging work

**_ We thank all applicants for their interest, however, only those selected for an interview will be contacted._**
- AFM Industries promotes the principles of and adheres to the tenets of the Ontario Human Rights Code. We strongly encourage applicants with lived experiences, from Indigenous communities, people of all races, colors, ethnic origins, religions, disabilities and sexual orientations to apply. We recognize that equitable access to employment is an agent in social change._

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