Executive Assistant

5 months ago

Markham, Canada Chisholm Fleming & Associates Full time

**Executive Assistant**

At Chisholm, Fleming and Associates (just call us CFA), we understand that hiring the right people isn’t just about us—it’s about you. We ask, what’s in it for you?

**Why Join Us?**
- **Innovative Environment**: Work in a diverse, inclusive space where creativity is encouraged, and new ideas are always welcome
- **Professional Growth**: Whether you’re just starting out or looking to advance your career, we offer hands-on learning, mentoring, and training opportunities
- **Career Development**: In a smaller company like ours, you’ll take on more responsibility, earn greater recognition, and have a bigger impact on our success
- **Employee-Centric Culture**: We know that retaining great employees is key, and we’re committed to making CFA a place you’ll love to work
- **Work-Life Balance**: We understand life gets busy, and we support you in balancing your professional and personal life
- **Legacy of Excellence**: Be part of one of Ontario’s oldest engineering consultancies, with a 60-year history and a forward-looking vision

If these sound like the right reasons to join a company, we’d love to hear from you

**Key Responsibilities**:

- Provide top-notch administrative support to our executives, managing calendars, scheduling meetings, and organizing travel
- Handle confidential information with utmost discretion and professionalism
- Prepare and coordinate materials for meetings, presentations, and reports
- Act as the primary liaison between executives and internal/external stakeholders
- Assist with personal tasks and errands for executives as needed
- Conduct research to support executive decision-making
- Organize and maintain both physical and digital files and records
- Plan and execute company events, meetings, and conferences
- Perform other administrative duties to support the smooth operation of the executive office

**Detailed Responsibilities**:

- **Proactive Management**: Take ownership of tasks and assignments, ensuring successful completion with effective communication
- **Efficient Workflow**: Create and maintain effective workflow and communications, handling multiple projects and tasks simultaneously
- **Schedule Coordination**: Manage the Director’s schedule, prioritize appointments, and proactively resolve conflicts
- **Professional Representation**: Be an ambassador for CFA, ensuring all interactions reflect positively on the company
- **Event Planning**: Organize functions and special events, including conferences, seminars, and corporate events
- **Presentation Preparation**: Assist with the creation of business presentations and electronic materials
- **Administrative Support**: Provide general information, refer inquiries, and file correspondence and reports
- **Mail and Deliveries**: Prepare courier pick-ups, distribute mail, and manage administrative tasks for proposals or projects
- **Employee Support**: Organize employee reviews, participate in recruitment, and coordinate onboarding
- **Client Interaction**: Support client meetings for business development and follow up on project matters
- **Document Review**: Assist with the review and preparation of client agreements, ensuring accuracy and compliance
- **Office Management**: Maintain an orderly office environment and oversee custodial services
- **Health and Safety**: Participate in the Joint Health and Safety Committee

**Qualifications**:

- Previous experience in a senior administrative position
- Experience in professional services is a plus
- Advanced skills in Microsoft Word, Excel, PowerPoint, and Outlook
- Exceptional attention to detail and organizational skills
- Proven ability to prioritize tasks effectively
- Excellent interpersonal, written, and verbal communication skills
- Ability to exercise good judgment, initiative, and proactivity
- High standards of ethics and confidentiality
- Proficiency with social media platforms
- Chisholm, Fleming and Associates is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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