Executive Assistant

2 months ago

Stoney Creek, Canada Superior Boiler Works and Welding Ltd. Full time

**Primary Objective**:
Under direct supervision, the Executive Assistant provides professional and high-level administrative support to the President and Vice-President of the company. Has the ability to exercise good judgment in a variety of situations, and maintain a realistic balance among multiple priorities. Will project a professional company image through in-person and telephone interactions. Will work independently on most projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

**Duties and Responsibilities**:

- Keep health and safety as the utmost importance at all times.
- Assist in maintaining an organized and efficient executive office working environment.
- Manage the day-to-day administrative affairs of the executive team.
- Review, proofread, and format all correspondence prepared for the executives to ensure accuracy and completeness, as well as consistency with the company’s policy standards and exercises good judgment. This includes highly confidential correspondence, memoranda, contracts, and proposals.
- Coordinate and manage extremely active calendar of appointments and schedules, ensure there are no scheduling conflicts and make sure executives know where they need to be.
- Safeguard the confidentiality of Superior by exercising discretion in communicating information to all other staff members, customers, and the public and in handling administrative records, file, and similar confidential items.
- Coordinate and assist the administrative team as required.
- Review and proofread memorandums, legal contracts, draft contracts, tenders, bids, purchase orders, able to mitigate damages and ensure timelines/deadlines are met.
- Prepare responses to correspondence, print and prepare bid documents.
- Conduct research, compile data, and prepare documents for consideration and presentation by the executives.
- Complete projects and special assignments by establishing objectives, determining priorities, managing time, gain cooperation of others, monitor progress, problem-solve, make adjustments to plans as required.
- Complete the executive team expense reports monthly, or as needed.
- Create and develop job schedules utilizing MS Project.
- Generate and mange quotes numbers and job numbers issuance.
- Compile, transcribe, and distribute minutes of meetings, with follow-up and action items tracking.
- Promptly receive and screen incoming telephone calls to the executives, provide friendly and professional greetings, take messages as appropriate, and eliciting necessary information to allow timely and accurate responses.
- Develop and maintain well organized filing system that permits easy reference and rapid retrieval of information.
- Ensure our customers are greeted and the presentation skills of Superior are addressed i.e. boardroom, writing materials, handouts, Superior’s marketing material, catering requirements, IT requirements, agendas, etc.
- Order and schedule lunch meetings on and off site, ensuring refreshment supply is stocked, i.e. purchase of water, juice, etc. Ensure after each meeting that the boardroom is cleaned and any dishware used is loaded, washed, and unloaded in the dishwasher.
- Assist with the tender process; print tender documents for review, open up RFQ number and distribute to Lead Estimator.
- Anticipate, prioritize and prepare complex and detailed travel plans including flight, hotel, car, and dinner reservations and prepare itineraries, agendas, both corporate and personal for the executive team.
- Take on the managing of personal appointments, i.e. medicals, functions, home commitments, deliver and pick up of dry cleaning, prescriptions, documents, etc.
- Photocopy, scan, print, and fax documentation as needed or requested.
- Enhances company's reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
- Arrange and organize all trade shows, i.e. bookings, booths, marking materials, travel arrangements, etc.
- Assist and create marketing material for the company.
- Perform additional administrative functions as directed by the Executives.
- Perform Administrative Project Support duties for Manufacturing jobs.

**Skills/Qualifications**:

- Diploma in Office Administration - Executive.
- Minimum of two (2) years of administrative and clerical experience such as managing files and records, proofreading and transcription.
- Knowledge of the manufacturing/field services environment would be an asset.
- Exceptional knowledge of MS Office (Outlook, Excel, Project, and Word).
- Ability to handle highly confidential and proprietary information.
- A positive attitude, strong team skills, and display leadership qualities.
- Excellent interpersonal and communications skills, both written and oral.
- Ability to follow instructions and proactively approach project supervisors

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