Executive Assistant

3 weeks ago

Ottawa, Canada R.W. Tomlinson Limited Full time

We’re looking for a self-motivated individual who thrives on change and does not shy away from a challenge. No two days look the same for our CEO, so this person needs to be able to juggle multiple priorities and have strong decision-making and communication skills. In this role, you’ll be required to quickly gain a solid understanding of Tomlinson’s various lines of business and the players within the industry in order to effectively have an impact.

You will be responsible for the efficient and effective management of the executive administrative needs of the CEO and CFO and providing general office administration to members of the Senior Leadership Team.

**PRIMARY RESPONSIBILITIES**
- Optimal calendar management (managing scheduling conflicts, sending invitations, organizing meetings)
- Attend meetings, taking minutes, distribution of minutes and action item follow up
- Coordinate travel arrangements (with frequent changes)
- Creating or compiling summaries of meeting agendas, reports and presentation materials to ensure the CEO is fully prepared for meetings
- Review and prepare correspondences
- Review approval requirements on the CEO’s behalf and prepare back-up documentation where required for review
- Follow-up on agenda items or assigned task with others within the company
- Provide support during meetings (room reservations, catering orders, coordination with our various internal services)
- Coordination and preparation for board meetings
- Event coordination for Senior Leadership Team off-site meetings and any other strategic management meetings
- Data entry or audits as required
- Administer the service awards program
- Handling of personal administrative tasks from time to time
- Administrative liaising between departments
- Provide back-up administrative support on occasion for other departments

**WORKING CONDITIONS**
- Working conditions are normal for an office environment
- Work may require occasional weekend and/or evening work
- Travel will be required to attend strategic off-site meetings, minimum once annually. These are typically held outside of Canada.

**EDUCATION AND EXPERIENCE**
- Office administration diploma preferred
- 5+ years of experience as an Executive Assistant
- Excellent organizational skills with a strong attention to detail
- Ability to take initiative as a self-starter, and multi-task in a fast-paced environment to meet deadlines
- Ability to deal with confidential matters with professionalism and tact
- Excellent communication skills (verbal and written)
- Intermediate MS Office skills: Outlook, Word, Excel, and PowerPoint.
- Experience working in SAP is considered an asset

**TOMLINSON OFFERS**:

- Competitive wages
- Bonus programs
- Employer paid health and dental benefits
- Extensive training programs and tuition reimbursement
- Retirement benefits program
- Family-oriented team environment
- Employee discounts and other rewards programs

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