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Executive Administrative Specialist

3 months ago

London, Ontario, Canada Pioneer Cruises Full time
Job Overview

Join Pioneer Cruises as an Executive Administrative Specialist. This role is essential in ensuring the smooth operation of our office environment and supporting our team in various administrative tasks.

Employment Details
  • Employment Duration: Permanent
  • Working Language: English
  • Work Hours: 30 hours per week
Qualifications

Education: Completion of a college, CEGEP, or other non-university certificate or diploma from a program lasting 1 to 2 years.

Key Responsibilities
  • Train and mentor fellow employees.
  • Document and prepare minutes for meetings, seminars, and conferences.
  • Manage appointment scheduling and confirmations.
  • Handle telephone communications and relay messages.
  • Respond to electronic inquiries efficiently.
  • Order and maintain office supplies and inventory.
  • Coordinate travel arrangements, itineraries, and reservations.
  • Welcome visitors and direct them to appropriate contacts or service areas.
  • Establish and maintain both manual and computerized filing systems.
  • Type and proofread various documents, including correspondence and forms.
  • Support the administrative functions of the organization.
  • Oversee and streamline office administrative procedures.
  • Evaluate and implement new administrative processes.
  • Set work priorities to ensure compliance with procedures and deadlines.
  • Plan and coordinate office services, including accommodation, relocation, equipment, and supplies.
  • Assist in the preparation of the operating budget and maintain inventory controls.
  • Compile data and prepare periodic and special reports, manuals, and correspondence.
Technical Skills
  • Proficient in Google Docs, MS Office Suite (including Excel, PowerPoint, Word), and accounting software.
  • Familiarity with MS Access and QuickBooks.
Specialization Areas
  • Correspondence management
  • Report and record keeping
  • Contract administration
  • Financial statement preparation
  • Invoice processing
  • Data visualization (charts, tables, graphs)
Safety and Security
  • Completion of a criminal record check is required.
Work Environment
  • Public transportation options are available.
  • Ability to work under pressure and meet tight deadlines.
  • Attention to detail is crucial.
  • Repetitive tasks may be involved.
Personal Attributes
  • Strong multitasking abilities.
  • Excellent verbal and written communication skills.
  • Organizational skills and accuracy.
  • Client-focused and reliable.
  • Flexibility in adapting to changing tasks.
Screening Questions
  • Are you legally authorized to work in Canada?
  • Do you possess prior experience in this field?
Experience Requirements

1 to less than 2 years of relevant experience is preferred.

Additional Benefits

Other benefits may be available.