Executive Assistant

2 months ago

London, Canada Diagnostics Biochem Canada Full time

**Executive Assistant**

**Purpose and Scope**:
The Executive Assistant is a true partner to the CEO and COO, enabling them to grow the business and focus on value-added initiatives by actively managing administrative duties professionally and personally.

The successful applicant will manage the CEO’s and COO’s schedules, triage correspondence, coordinate travel plans, set up personal appointments, arrange household management and serve as the eyes and ears for the CEO and COO. They’ll be able to anticipate the CEO’s and COO’s needs, mitigate issues that may arise, and manage complex and highly confidential information.

**Responsibilities**:

- Provide direct support for the Executive Leadership team as required.
- Assisting with human resource-related duties - drafting letters of employment, assisting with recruitment, triaging resumes, scheduling interviews, participating in the orientation process, etc.
- Schedule, coordinate and attend all meetings, including details of meetings - preparing agendas and draft, transcribe, and distribute meetings minute, as required. Room preparedness, refreshments, clean-up, etc.
- Book conferences, seminars, workshops, trade shows and staff training and make necessary travel arrangements as required (including domestic and international travel).
- Collaborate with the marketing team to create and write posts for social media.
- Acting as the first point of contact for the CEO and COO among executives, employees, clients, and other external partners.
- Organizing receipts, making claims, and managing administrative processes related to the CEO’s and COO’s personal and professional expenses. Organize and maintain the filing system.

**Skills and Qualifications**:

- 5+ years of experience supporting C-suite leader(s) and/or busy senior executives, preferably in a pharma-oriented company, is preferred.
- Being bilingual (English and French) is required.
- **Exceptional** organizational skills and ability to prioritize with proven time management skills.
- Ability to manage complex and **highly confidentia**l information. Trustworthy with great discretion and judgment regarding sensitive or confidential matters.
- Comfortable working autonomously, across multiple tasks, and reporting to different teams and staff members.
- Ability to think proactively and laterally to maximize opportunities to promote the organization’s work.
- Strong writing, editing, and proofreading skills; Excellent written and verbal communication skills. Must be able to edit documents for spelling and grammar to represent the CEO and COO internally and externally.
- Exemplary time-management skills and experience working within a fast-paced, high-growth environment. Take pride in your ability to get things done quickly and well.
- Recognizing what must be done now, what can wait, and what does not need the CEO’s or COO’s attention.
- **Extremely** resourceful and proactive, with a strong sense of urgency and strong attention to detail.
- Strong interpersonal and communication skills. Hardworking with a positive, can-do attitude and eager to tackle new projects and ideas. Adaptability and flexibility are primordial. Must be able to work well with different personalities.
- Team player who’s willing to help wherever and however necessary to support other departments.
- Excellent computer skills, including MS Office knowledge with **advanced **level in Excel.

**Additional Information**
- Full-time, mainly weekday and permanent position.
- Comprehensive benefits package (Health, Dental, Vision, & Life Insurance).
- Paid time off programs, incl. vacation, banked time & personal time.
- Opportunities for personal development.
- Meaningful work.

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

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday
- Weekend availability

Ability to commute/relocate:

- London, ON N6M 1A1: reliably commute or plan to relocate before starting work (required)

**Language**:

- English and French (required)

Work Location: In person

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