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OPEN: Executive Administrative Assistant

1 month ago

Toronto, Ontario, Canada Cpus Engineering Staffing Solutions Inc. Full time
We are currently requesting resumes for the following position: Executive Administrative Assistant

Resume Due Date: Wednesday, July 03, 2024 (5:00PM EST)

Job ID: 24-088

Number of Vacancies: 1

Level: Band K

Duration: 6 months

Hours of work: 35

Location: 700 University Avenue (100% onsite)

Job Overview

Perform secretarial and administrative support services relating to the overall administrative operation of the Vice-President's office.

Responsibilities

CORRESPONDENCE:

- Prepare and manage the administration of correspondence covering a broad array of subject matter including reports and statistical data, labour relations material including bargaining agenda material, grievances and arbitrations, submissions for approval, response to criticisms and complaints and general administration.

- Compose routine and non-routine correspondence on own initiative in response to requests, queries, complaints, etc.

MEETINGS:

- Schedule and make all necessary arrangements for meetings and conferences including preparation and distribution of agenda and handouts, acquiring meeting room, accommodation, notification of participants, and arranging for audiovisual equipment.

- Ascertain agenda items for scheduled meetings and assist Supervisor in developing the agenda.

- Ensure that a quorum of committee members will be in attendance at meetings and that the Supervisor has all required materials.

- Make all necessary travel and accommodation arrangements for Supervisor and staff.

MAIL PROCESSING:

- Receive, open and sort mail addressed to Supervisor, determining whether to forward or redirect correspondence.

- Assist Supervisor in handling correspondence by arranging it into groups in order of priority.

- Process outgoing mail for Supervisor and/or staff.

TIME MANAGEMENT:

- Participate with Supervisor in setting priorities and scheduling work projects and activities.

- Maintain Supervisor's calendar regarding meetings and appointments, screening calls and visitors.

- Provide information to callers or request information from internal and external contacts.

INFORMATION MAINTENANCE:

- Establish and maintain physical and electronic records for the Supervisor.

- Maintain appropriate retention schedules for information.

CLERICAL/ADMINISTRATIVE:

- Receive and process information from others in the form of routine reports, administrative forms, and other formats.

- Prepare schedules for the receipt of important approval documents.

- Perform liaison functions between Supervisor and others.

MISCELLANEOUS:

- Arrange for relief when on vacation or during high workload situations.

- Prepare electronic purchase orders and effect other IT actions on behalf of Supervisor.

Qualifications

- 4-year university degree in business administration, finance, communications or executive assistant certificate, diploma, degree.

- 3 or more years of executive administrative assistant experience.

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