Executive Assistant

2 months ago

Mississauga, Canada Reliable Logistics Full time

**JOB DESCRIPTION**

**JOB TITLE**:Executive Assistant

**DEPARTMENT**: Administration

**REPORTS TO**:President

**JOB TYPE**: Full Time

**HOURS**: 8:00 am - 4:30 pm

**OVERTIME STATUS**: When required

**FUNCTIONAL SUMMARY**:
The Executive Assistant will support the President, CEO and EVP - Sales & Marketing will be responsible for the Mississauga location. The Executive Assistant will be responsible for providing administrative support, managing schedules and appointments, organizing meetings and events, preparing documents and reports, managing expense reports, and handling communication channels.

**MAIN DUTIES & RESPONSIBILITIES**:

- Keeps the executive’s calendar up-to-date, including adding events, rescheduling appointments and providing daily briefings
- Acts as the gatekeeper for internal and external contacts, including vendors, colleagues, clients and customers
- Conducts research and creates reports on various topics based on the needs of the executive
- Follows up on deadlines and commitments to or from Management team
- Makes travel and accommodation arrangements
- Racks daily expenses and prepare weekly, monthly or quarterly reports
- Assists in planning and organizing company events
- Keeps important information and documents organized physically, and electronically
- Maintains a high degree of discretion and confidentiality
- Complies with safety regulations
- Seeks out proactively other areas to help when assignments are complete
- Performs other related duties to ensure the efficient and effective office administration

**JOB SPECIFICATION**

**SKILLS**:

- ** Accuracy** - Ensures data presented is free from error.
- ** Attention to Detail** - Thoroughness in accomplishing a task through concern for all areas involved, no matter how small. Monitors and checks work or information for accuracy and plans and organizes time and resources efficiently.
- ** Time Management **- Prioritizes tasks according to their relative importance. Completes high-priority work within required timelines. Does not become flustered by deadlines and timelines.
- ** Communication **- Demonstrates excellent communication, organizational and interpersonal skills. Creates an atmosphere in which timely and accurate information flows smoothly up and down, inside and outside.
- ** Customer Focus** - Makes customers and their needs a primary focus of one’s actions, developing and sustaining productive customer relationships.
- ** Drive for Results** - Demonstrates concern for achieving or surpassing results. Proactively seeks out other areas to learn and assist with other tasks.
- ** Teamwork** - Works effectively as part of a team to meet goals.

**MENTAL EFFORT**:

- Ability to follow detailed instructions and procedures.
- Ability to multitask and prioritize competing demands.
- Mental and visual concentration during work that requires focusing during working hours.

**PHYSICAL EFFORT**:

- Ability to lift up to 50lbs.
- Ability to perform multiple, repetitive tasks with sustained hand-eye movements during working hours.

**WOKING ENVIRONMENT**:

- Office floor environment with exposure to phone ringing.
- May require working on extended hours during peak times.

**TYPE OF SUPERVISION RECEIVED**:

- Supervision and guidance from Manager Human Resources & Administration and Assistant Finance Manager.

**TYPLE OF SUPERVISION AND / OR ASSISTANCE GIVEN**:

- May be required to supervise, train and review work of subordinate or new hires.

**EDUCATION/QUALIFICATIONS & EXPERIENCE**:
**EDUCATION/QUALIFICATIONS**:

- Diploma in Business Administration
- Certification in Project Management will be an asset
- PA Diploma of Certification will be an asset

**EXPERIENCE**:

- Minimum of two (2) years related experience as an Executive Assistant
- Ability to learn quickly
- Ability to work in a fast-paced environment
- Exceptional attention to detail
- Excellent communication and interpersonal skills
- Ability to conduct research and create dynamic reports or presentations
- Ability to handle sensitive information with desecration

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