Executive Assistant/office Manager

2 weeks ago

Brampton, Canada Seed NanoTech International Incorporated Full time

We’re looking for committed, talented individuals who can support management and executives with administrative duties. In order to maintain efficient office operations and the executive’s duties, this role entails managing a variety of tasks. The applicant should be capable of managing the executive, internal, and external stakeholders, as well as confidential information and communications.

**Responsibilities**:

- Administrative Support: Provide comprehensive administrative assistance to executives, including managing schedules, appointments, and travel arrangements.
- Calendar Management: Organize and maintain the executive’s calendar, scheduling meetings, conferences, and appointments. Ensure timely reminders and coordination.
- Meeting Coordination: Arrange, prepare materials for, and take minutes during meetings. Coordinate logistics for in-person and virtual meetings, including setting up video conferences.
- Travel Arrangements: Plan and coordinate travel itineraries, including flights, accommodations, transportation, and travel documents. Anticipate potential issues and provide solutions.
- Document Management: Create, organize, and maintain electronic and physical files, records, and databases. Ensure confidentiality and security of sensitive information.
- Event Planning: Assist in organizing company events, workshops, and conferences. Coordinate venue booking, catering, invitations, and other logistics.
- Relationship Management: Build and maintain positive relationships with clients, partners, and internal staff. Serve as a point of contact and handle inquiries professionally.
- Expense Management: Track, reconcile, and report expenses for the executive. Prepare and submit expense reports accurately and in a timely manner.
- Research and Analysis: Conduct research and compile information for projects, reports, and presentations. Provide summarized findings and insights to the executive.
- Problem Solving: Address operational issues and challenges that may arise, using independent judgment and discretion to find effective solutions.
- Confidentiality: Handle sensitive and confidential information with discretion and professionalism, maintaining the highest level of confidentiality.

**Qualifications**:

- Educational Background: A bachelor’s degree in business administration, communications, or a related field is often preferred, but relevant work experience can also be considered.
- Experience: Previous experience in administrative or executive support roles is highly valuable. Experience in handling scheduling, travel arrangements, and communication is beneficial.
- Organizational Skills: Strong organizational abilities to manage multiple tasks, prioritize work, and meet deadlines effectively.
- Tech Proficiency: Familiarity with office software such as Microsoft Office (Word, Excel, PowerPoint), calendar and scheduling tools, and communication platforms.
- Attention to Detail: Meticulous attention to detail when proofreading documents, managing calendars, and making travel arrangements.
- Problem Solving: Ability to anticipate challenges and provide solutions. Proactive in addressing issues that may arise.
- Discretion and Integrity: Demonstrated ability to handle confidential information with the utmost discretion and professionalism.
- Interpersonal Skills: Strong interpersonal abilities to interact with individuals at all levels, both within and outside the organization.
- Adaptability: Flexible in adapting to changing priorities and requirements in a dynamic work environment.

**Note**: Seeking a dedicated and motivated individual to join our team, bringing unique perspectives and cultural insights to enhance our workplace diversity and contribute to our organization’s growth and success. Indigenous applicants are encouraged to apply.

**Job Types**: Part-time, Full-time

**Salary**: $30.77 per hour

Expected hours: 30 - 40 per week

Schedule:

- Monday to Friday
- Weekends as needed

Ability to commute/relocate:

- Brampton, ON L6T 5E3: reliably commute or plan to relocate before starting work (required)

**Education**:

- Bachelor's Degree (preferred)

Work Location: In person

Application deadline: 2023-11-10

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