Executive Assistant

4 weeks ago

Vaughan, Canada DMC Mining Services Full time

Our core values: Zero Harm, Teamwork, Results Driven, Courage and Accountability.

**Summary**:
DMC is currently looking for an Executive Assistant to join our team on a permanent basis, based in Vaughan, Ontario. The Executive Assistant will be responsible for providing efficient, professional, and confidential day-to-day administrative support to proactively assist and anticipate the needs of the assigned Executive. The role involves complex calendar management, scheduling/organizing meetings, coordinating travel (domestic and international), vacation scheduling, invoice management, internal/external liaising on behalf of the Executive and handling a variety of projects and tasks while adjusting to meet last minute priorities.

**Responsibilities**:

- Independently manage and coordinate multiple calendars, appointments, etc.; prioritizing requests, troubleshooting conflicts, and making schedule recommendations to ensure smooth day-to-day engagements.
- Act as point of contact for internal and external stakeholders on matters relating to the Executive.
- Coordinate travel arrangements and any necessary changes (domestic and international) for the Executive.
- Assist in preparing documents and presentations which are highly confidential in nature.
- Organize and maintain the Executive’s correspondence and records, following up on pending matters with limited direction.
- Draft correspondence for Executive’s final approval. Communicate directly and on behalf of the Executive on matters as directed.
- Prepare reports, and assist with gathering, summarizing, and analyzing data.
- Prepare and reconcile expense reports, credit card statements, and reimbursements.
- Participate and/or lead various projects including continuous improvement of processes and systems.
- Other related duties as may be required.

**Qualifications**:

- 5+ years of administrative experience, with experience supporting Executive(s).
- Post-secondary diploma or degree in administration, business studies, or related field.
- Self-starter, with a high level of attention to detail, excellent problem solving and follow-up skills.
- Clear and concise oral and written communications skills with the ability to communicate easily and persuasively with all levels of the organization as well as external contacts.
- Outstanding customer service skills, with a strong desire to assist others, and the ability to establish rapport and foster a team-based environment.
- Excellent time management and organizational skills with the ability to prioritize, multi-task and adhere to deadlines in a fast paced and constantly changing environment.
- Ability to work independently with limited supervision and guidance.
- Exceptional ability to handle extremely sensitive and confidential matters with a high level of professionalism, flexibility, discretion, judgement, diplomacy, tact coupled with a high degree of political acuity.
- High proficiency with Microsoft Office, Outlook, Teams, etc.; experience with D365 (ERP system) is an asset.
- _No external recruiters please._
- _
- _
- As part of our commitment to ensuring our employment practices are fair, accessible, and inclusive of persons with disabilities, please note that accommodations are available, upon request, throughout the recruitment and assessment process for any applicants with disabilities._

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