Executive Assistant

4 months ago

Vaughan, Canada Toro Aluminum Full time

**MAJOR RESPONSIBILITIES/ACCOUNTABILITIES**

**Health and Safety**
- Create and maintain a culture of Safety First, leading by example and holding our site teams and site partners accountable
- Work in compliance with the Health & Safety Act and regulations including using any equipment, protective devices or clothing as required;
- Report any known workplace hazards or violations of the Act to promptly in line with Company process

**Technical/Function**
- Coordinate and manage senior management’s calendar, including scheduling meetings, appointments, and travel arrangements.
- Prioritize and organize commitments to optimize efficiency and productivity.
- Ensure all meetings and events are prepared for with relevant documents, agendas, and necessary follow-ups.
- Draft and edit various business documents, presentations, and reports as required.
- Maintain effective communication channels with internal and external stakeholders.
- Plan and arrange complex travel itineraries, including flights, accommodations, ground transportation, and visa requirements.
- Prepare travel expense reports and reconcile them in a timely manner.
- Where appropriate, provide administrative support to reception working closely with other departments to ensure tasks are completed effectively.
- Anticipate and resolve any logístical challenges related to travel or off-site meetings.
- Coordinate and prepare materials for meetings, including agendas, presentations, and reports.
- Attend meetings, record minutes, and provide comprehensive meeting summaries and action items.
- Follow up on action items and ensure timely completion.
- Assist with project coordination, tracking deadlines, and ensuring deliverables are met
- Conduct research and compile information for various projects and initiatives.
- Handle sensitive and confidential information with utmost discretion and professionalism.
- Maintain strict confidentiality regarding executive decisions, discussions, and documents.
- Other duties as required by the needs of the business

**Internal/External Customer Service**
- Builds and maintains strong relationships with clients, subcontractors, and Toro Aluminum stakeholders
- Being proactive in identifying issues and helping to address these to best serve the needs of customers

**Administration**
- Submits site reports on a periodical basis in line with specific areas of responsibility

**EDUCATION AND QUALIFICATIONS**
- High School Diploma
- Bachelor's degree in business administration or a related field (preferred).

**EXPERIENCE**
- 3-5 years of experience as an executive assistant or in a similar role.
- Solid background in office administration
- Experience of using Microsoft Office

**SKILLS**
- Exceptional organizational and time-management skills.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent written and verbal communication skills.
- Ability to prioritize tasks and meet deadlines.
- Discretion and the ability to handle confidential information.
- Flexibility and adaptability to changing priorities and a fast-paced environment.
- Strong attention to detail and problem-solving skills

**DEMONSTRATE COMPANY VALUES**
- **Do what you say **- act with integrity so our customers and internal partners trust us to deliver results
- **Get it done** - find solutions to ensure the job gets done right
- **Be better every day** - take pride and be passionate about improving our business, safety, and quality and strive to be the best
- **Think big picture** - think long-term, be strategic and have a vision. Your investment in our business, is critical to our success.
- **Build strong relationships **- value our employees, suppliers, and advisors as an essential part of our business. Develop and maintain strong relationships with our customers, contractors and stakeholders.

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

**Salary**: From $1.00 per hour

**Benefits**:

- Dental care
- Employee assistance program
- Life insurance
- Vision care

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Vaughan, ON L4K 4B4: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

Work Location: In person

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