Executive Administrative Assistant

6 months ago

Dorval, Canada GLS Canada Full time

Executive Administrative Assistant

**Scope**:
**Key Functions & Responsibilities**:
- Coordinate the CFO’s calendar and schedule appointments, events, and meetings- Secure meeting/conference rooms, catering, AV equipment and distribute handouts and meeting notes where necessary.- Assist with the preparation of meetings and presentations including creating text, communications, graphs, charts, and tables.- Provide tracking of necessary budgets, including processing of expense reports and reconciliations.- Prepare all HR field letters for anniversaries, employee of the month and discipline- Organize, wrap, and distribute all Quebec employee appreciation gifts monthly, maintain HR gift inventory and outgoing mail and courier- Provide general administrative support, i.e., filing, photocopying, etc.- Keep various databases, reports, and templates up to date.- Arrange travel schedules and make reservations as necessary.- Answer telephone and electronic enquiries and relay telephone calls and messages.- Promote a positive office culture and a healthy and friendly working environment.- Manage office supplies, including ordering and distribution.- Establish and maintain effective relationships with key members of the organization and gain their trust and respect- Interface/liaise regularly with other GLS Executives, their assistants, their leadership teams, and external customers- Manage and prioritize tasks- Create/maintain contact lists and spreadsheets- Provide assistance with special projects as required- Other duties as assigned

**Qualifications**- Related college diploma is required.- University degree would be an asset.- At least five years of related administrative support experience is required.- Ability to work well and maintain composure under pressure, meet deadlines and work with minimum supervision- Autonomous and self-driven, with a strong sense of initiative and disposition to innovate to improve processes- Strong interpersonal skills: problem solving, customer focused, approachability- Excellent organizational skills: planning, priority setting and managing through systems- A very high degree of diplomacy, discretion, professional maturity, and judgement- Looks beyond the obvious and can overcome obstacles and challenges- Excellent communication skills in both English and French is required- Expert knowledge of Windows and all Microsoft Office products- Be available to work from the head office in Dorval (between 4 to 5 days)- Flexibility and willingness to work extended hours, on occasion
- GLS Canada has an Equal Access to Employment Program and invites women, Aboriginal peoples, visible minorities, ethnic minorities and persons with disabilities to apply. The masculine verbiage is used to lighten the text._

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