Executive Assistant

2 weeks ago


Thornhill, Canada Cohen & Master Tree and Shrub Services Full time

**Executive Assistant**

**Title of position**: Executive Assistant

**Company Operating Name(Business Name)**: Cohen & Master Tree and Shrub Services

**Location of Work**: Toronto (GTA)

**Business Address**: 42 Guardsman Rd. Thornhill ON L3T 6L4

**Language of Work**: English

**Terms of Employment**: Permanent, Full time

**Hours per week**: 35-44

**Benefits**: Health Benefits Insurance plan, paid public holidays (9 days per year), vacation pay (10 days per year)

**Job Duties**

The Consulting Department Executive Assistant plays a vital role in supporting the efficient operations of the consulting department by managing schedules, coordinating with stakeholders, and maintaining constant communication with the city regarding permits and procedures. This position requires exceptional organizational skills, effective communication abilities, and the ability to multitask in a fast-paced environment. The Executive Assistant will provide comprehensive administrative support to the consulting department, enabling smooth workflow and ensuring compliance with regulatory requirements.

**Responsibilities**:
**Schedule Management**:

- Manage and maintain the consulting department's schedules, including appointments, meetings, and travel arrangements for executives and team members.
- Coordinate with internal and external stakeholders to schedule meetings, ensuring optimal time management and efficient use of resources.
- Monitor and prioritize calendar events, resolving scheduling conflicts and proactively communicating changes to relevant parties.

**Stakeholder Coordination**:

- Act as a central point of contact for stakeholders, both internal and external, facilitating effective communication and collaboration.
- Coordinate meetings, prepare necessary documentation, and distribute relevant information to stakeholders in a timely manner.
- Liaise with clients, vendors, and other business partners, ensuring seamless coordination and professional representation of the consulting department.

**City Permit and Procedure Management**:

- Establish and maintain regular communication channels with the city regarding permits, regulations, and procedural requirements relevant to consulting projects.

**Documentation and Reporting**:

- Assist in the preparation, editing, and formatting of various documents, reports, and presentations for internal and external distribution.
- Maintain accurate records, files, and databases, ensuring confidentiality and easy retrieval of information as needed.
- Conduct data analysis and generate reports to support decision-making processes within the consulting department.

**Administrative Support**:

- Assist in organizing departmental events, conferences, and workshops, handling logistics, invitations, and other necessary arrangements.
- Undertake special projects and assignments as directed by the consulting department executives.

**Other Duties**:

- non-consulting related duties. Assist the other departments as directed by The Consulting Manager.

**Requirements**:

- Completion of a post-secondary education program
- Minimum 7+ months related experience working in a similar position.
- Strong interpersonal and presentation skills
- Strong organizational and time management skills; multi-tasking
- Self-motivated and able to work independently or as part of a team
- Ability to communicate effectively in English, both written and oral
- Attention to detail a must
- Able to juggle and prioritize
- Strong database management skills

**Contact information**:
**Job Types**: Full-time, Permanent

**Salary**: From $30.00 per hour

**Benefits**:

- Company events
- Dental care
- Extended health care
- On-site gym
- Paid time off
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Supplemental pay types:

- Overtime pay

Ability to commute/relocate:

- Thornhill, ON L3T 6L4: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

Work Location: In person



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