Executive Assistant
3 weeks ago
Reporting to the President, the **Executive Assistant** is responsible for performing standard/complex and confidential assignments. The role requires a thorough knowledge of the industry, operations of the company, and its policies and procedures. The Executive Assistant acts in the supervisor's absence and handles matters appropriately. The role demands advanced organizational and computer skills, excellent written and verbal communication skills, confidentiality, professionalism, tact and diplomacy, a keen sense of responsibility, and the ability to communicate with a diverse array of people. This position requires the ability to work in a fast-paced environment independently or within a team, exercising good judgment with supervisors and/or managers within various departments.
**Essential Duties and Responsibilities** include the following, however, other duties may be assigned. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.
- Supports the President, Chief Administrative Officer, Senior Advisor, Vice President’s and Operations Director in confidential matters
- Functions consistently within the culture of the Alberici Corporation and sets a high standard for professionalism among staff within the organization
- Participates in Management Team meetings, Strategic meetings, Business Development Huddle Meetings, and others as assigned, takes and distributes minutes, and interacts with Team members to set meeting agendas and strategies
- Communicates with senior level personnel outside ACL on behalf of President/Chief Administrative Officer/Senior Advisor/Vice President’s/Operations Director as needed
- In absence of President/Chief Administrative Officer/Senior Advisor/Vice Presidents/Operations Director ensures critical requests for action or information are relayed to appropriate staff
- Makes observations and recommendations on office operating practices and assists as required
- Receives, filters and interprets requests for action or information on President/Chief Administrative Officer/Senior Advisor/Vice President’s/Operations Director and determines appropriate level of urgency for response
- Coordinates and assists the President/Chief Administrative Officer/Senior Advisor/Vice President’s/Operations Director in their involvement in key projects and initiatives
- Strives to be aware of developments and circumstances in all aspects of Company operations and makes appropriate recommendations and suggestions for the President’s/Chief Administrative Officer’s/Senior Advisor’s/Vice President’s/Operations Director’s actions or involvement
- Manages multiple outstanding issues/action items/deadlines along with multiple calendars, schedules appointments, arranges business and travel itineraries and coordinates internal and external meetings
- Exercises good interpersonal skills by assisting others to accomplish assignments outside the scope of regular duties
- Receives and assists visitors and callers and responds to inquiries using sound judgment within area of expertise
- Prepares routine reminders for recurring departmental events and deadlines
- Assists in the organization and maintenance of paper and electronic file systems, including files that require the utmost confidentiality
- Organizes electronic documents and files, including archiving or purging
- Logs and maintains all ACL, AWCL agreements, memorandum of understandings, etc. and liaises with Chief Compliance Officer & General Counsel
- Coordinates Union Agreements, Client Contracts and claim disputes in coordination with Chief Compliance Officer & General Counsel
**Education, Experience, and Skills**
Post secondary degree/diploma in Executive Administration plus** 7 - 10 **years related experience and/or training, or equivalent combination of education and experience. Extensive experience with Outlook and Microsoft Office (Word, Excel and PowerPoint), MS Sharepoint, Access, Teams and Zoom, experience with Adobe Cloud Express and Bluebeam are beneficial. Experienced in a highly confidential and fast-paced environment. Fluently bilingual in English and French an asset.
**Certificates, Licenses, Registrations**
None required
***Alberici is an equal opportunity employer. Accommodations for applicants will be made upon request throughout the recruitment process**
**#LI-Hybrid
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