Executive Secretary

Work Term: Permanent
- Work Language: English
- Hours: 40 hours per week
- Education: Secondary (high) school graduation certificate
- Experience: 2 years to less than 3 years
- or equivalent experience
**Tasks**:

- Arrange and co-ordinate seminars, conferences, etc.
- Supervise other workers
- Record and prepare minutes of meetings, seminars and conferences
- Schedule and confirm appointments
- Answer telephone and relay telephone calls and messages
- Answer electronic enquiries
- Compile data, statistics and other information
- Order office supplies and maintain inventory
- Arrange travel, related itineraries and make reservations
- Greet people and direct them to contacts or service areas
- Open and distribute regular and electronic incoming mail and other material and co-ordinate the flow of information
- Set up and maintain manual and computerized information filing systems
- Type and proofread correspondence, forms and other documents
- Train, direct and motivate staff
- Respond to employee questions and complaints
- Plan and control budget and expenditures
- Oversee the preparation of reports
- Oversee development of communication strategies
- Assign, co-ordinate and review projects and programs
- Prepare and co-ordinate the production and submission of summary briefs and reports
- Prepare invoices, reports, memos, letters, financial statements and administer contracts and other documents
**Supervision**:

- 1 to 2 people
**Computer and technology knowledge**:

- Google Docs
- Microsoft Visio
- Electronic scheduler
- MS Excel
- MS Office
- MS PowerPoint
- MS Word
- MS Windows
- MS Outlook
**Technical terminology**:

- Financial
- Business
**Area of specialization**:

- Correspondence
- Reports and records
- Contracts
- Invoices
- Construction
**Security and safety**:

- Criminal record check
**Transportation/travel information**:

- Own transportation
- Valid driver's licence
**Work conditions and physical capabilities**:

- Fast-paced environment
- Work under pressure
- Tight deadlines
- Attention to detail
**Personal suitability**:

- Ability to multitask
- Accurate
- Client focus
- Excellent oral communication
- Organized
- Reliability
- Team player
**Screening questions**:

- Are you available for the advertised start date?
- Are you currently a student?
- Are you currently legally able to work in Canada?
- Are you willing to relocate for this position?
- Do you currently reside in proximity to the advertised location?
- Do you have previous experience in this field of employment?
- What is the highest level of study you have completed?
- What is your current level of study?
**Health benefits**:

- Health care plan