Executive Assistant to The Vice President

7 months ago

Vaughan, Canada Quality Tops & Kitchens LTD. Full time

**Responsibilities**:

- Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
- Being the main point of contact for all customers and employees dealing with the executive.
- Organizing all files and making sure the paper work for each file is complete (or making adjustments as required).
- Maintaining an accurate and always up to date list of tasks prioritized in the order it needs to be completed.
- Assigning work to staff to make sure the executive is on track and on schedule with all projects.
- Following sales procedures for all projects sold by the executive and make sure all pertinent project information is loaded into company software so projects can be engineered without delay.
- Follow up with customers, contractors and others to make sure projects do not lay idle to ensure project timelines are adhered to.
- Following up with assigned work to staff members to make sure projects are being completed on time and answering any questions they may have to ensure projects are not delayed.
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
- Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
- Maintains customer confidence and protects operations by keeping information confidential.
- Prepares reports by collecting and analyzing information. Creating, running, printing and distributing reports to the executive.
- Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
- Other duties as assigned.

**Qualifications**:

- A university degree or post-secondary education is required
- Strong organizational skills and an energetic demeanor
- Demonstrated experience supporting a top-level business executive
- Excellent verbal and written communication skills
- Strong interpersonal skills with the ability to build effective working relationships with all levels of an organization and with external stakeholders
- A proven ability to work effectively in a fast paced organization that is constantly changing and has multiple competing priorities
- Strong attention to detail and sharp focus on keeping track of commitments and responsibilities
- Meets deadlines and possess a sense of urgency; works well under pressure and time constraints
- Proficiency in AutoCAD is considered a definite asset
- Experience in construction or manufacturing industries considered a definite asset

**Job Types**: Full-time, Permanent

**Benefits**:

- Casual dress
- Company events
- Dental care
- Disability insurance
- Extended health care
- Flexible schedule
- Life insurance
- On-site parking
- Paid time off
- Vision care

Schedule:

- 8 hour shift

Supplemental pay types:

- Bonus pay

COVID-19 considerations:
Sanitizing practices in place.
Hand sanitizer and disinfecting wipes provided

**Experience**:

- executive assistant: 5 years (preferred)

Work Location: In person

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