Executive Assistant/office Manager
3 weeks ago
Our client in Vaughan is looking for a full-time, organized, and self-motivated individual to provide support to
the President & CEO, as well as manage the day-to-day operations of the head office along with administrative
supervision and support for the reception desk.
This position will include a wide variety of duties with a high level of confidentiality and a comprehensive
knowledge and understanding of the company’s structure and communication flow. Key attributes will include
the ability to act as a point of contact among executives, employees, clients and other external partners,
maintain schedules and flow of information, organizing events and travel, preparation of internal and external
communications, internal minutes, and ensure all company priorities are aligned.
**Primary Responsibilities and Skills**:
- Work experience as an Executive Assistant, Personal Assistant, or similar role.
- Work directly with the President & CEO to support all aspects of their daily work routine.
- Facilitate communication to President & CEO from team managers and staff.
- Manage office tasks related to head office service contracts for waste management and cleaning, as well
as ordering supplies and keeping inventory.
- Manage reception duties, as well as preparing boardrooms for meetings and greeting guests upon
arrival.
- Attend and prepare all necessary minutes, agendas and packages for meetings as required
- Schedule meetings, travel arrangements and conferences, as required
- Troubleshoot or escalate office administration issues
- Coordinate special events and projects as required
- Other additional and/or alternative duties as assigned from time to time, including supporting other
departments or Executives as needed.
- Good interpersonal, social and communication skills, as well as being team oriented.
- Discretion and confidentiality
- Exceptional listening skills and ability to carry out directions in a timely and priority manner
- Outstanding time management and organizational skills, including punctuality
- Motivated to work independently with mínimal supervision
- Self-directed, resourceful, innovative, and proactive
- Present a professional attitude and appearance
- Accurate proof-reading skills, with knowledge of business English, spelling, and punctuation
**Education/Knowledge**:
- Post-secondary diploma, administrative certificate. Secretarial training is an asset.
- Minimum of five (5) years administrative experience
- Working knowledge of Microsoft Office Suite including Word (with proficiency in mail merge), Excel and
Outlook
- Knowledge in the operation of general office equipment
- Minimum keyboarding speed of 50 wp
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