Executive Assistant

3 weeks ago

Mississauga, Canada Cargojet Airways Ltd. Full time

**Primary Objective of the Position**:
The Executive Assistant will primarily be responsible for providing confidential administrative support and efficiently managing all facets of the Executive Chairman office.

**Essential Position Functions**:

- Provides high-level administrative support and assistance to the Executive office.
- Provide confidential administrative support including: preparation of business travel & seminar arrangements, and meeting scheduling, agenda development, expense reconciliation, and minute taking.
- Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
- Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
- Assist in the development of corporate communications/correspondence (internal and external as required).
- Develop and cultivate collaborative relationships with peers, members of the Leadership Team, and external partners.
- Develop effective processes to assure efficient delivery of information.
- Welcomes guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries.
- Make arrangements for beverages, lunches, dinners, etc. for meetings as requested.
- Attend and screen all calls for the Executive office.
- Responsible for efficiently organizing files, documents and correspondences for the Executive Chairman’s office.
- Coordinating with third party partners and efficiently managing all existing memberships, loyalty programs, sporting events and other enrolments of similar nature.
- Order all stationary for Cargojet and maintain inventory for office supplies and equipment.
- Coordinate and maintain all office services for office needs, including insurance providers, vehicle arrangements, supplier certificates, phone and utility providers.
- Perform customer service and reception duties as required.
- Support with all administrative duties and directives as assigned.
- Other responsibilities and projects as may be required.

**Minimum Qualifications**:

- Bachelor Degree or equivalent.
- Minimum 5 years of progressively responsible and diversified Secretarial & Executive Assistant experience.
- Excellence using standard functions in Microsoft Office (Word, Excel, Outlook)
- Excellent verbal and written communication skills.
- Excellent organizational skills and attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Ability to function well in a high-paced and at times stressful environment.
- Knowledge of Speed writing is preferred.
- Ability to handle a large volume of work and competing priorities with mínimal supervision
- Exceptional judgment and discretion in managing highly sensitive and confidential information
- A quick thinker who brings a positive and high-energy approach to getting things done
- Strong organizational and administrative skills; attention to detail is a critical part of this role
- Ability to work both independently and in a team environment
- Maintain efficient office procedures and a system for keeping track of multiple, competing priorities.
- Professional communication with co-workers, and clients
- Demonstrated competency with verbal and written business English, spelling, punctuation, and grammar

**Important to Know**:

- _We are committed to providing accommodations for persons with disabilities. If you require accommodation, we will work with you to meet your needs._
- At Cargojet, we make safety the highest priority. Because of this priority and as we operate in a safety-sensitive environment, we require all employees to abstain from consuming Cannabis, in and outside of the workplace. This is a critical element of our drug and alcohol policy that all employees must comply with at all times.

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