Executive Assistant

7 days ago

Ottawa, Ontario, Canada The Mearie Group Full time
Job Summary

The Executive Assistant provides high-level administrative support to the Chief Information and Technology Officer (CITO) at The Mearie Group. This role requires a strategic thinker who can take initiatives from concept to completion and drive business growth.

Key Responsibilities
  • Analyze and prioritize incoming mail and correspondence for distribution or action by appropriate staff.
  • Establish and maintain office organization and procedures to ensure efficient operation and recommend improvements.
  • Track tasks and projects to ensure timely completion and prioritize projects based on deadlines and organizational developments.
  • Assess the nature and sensitivity of verbal and written requests and take appropriate action.
  • Maintain an accurate and detailed calendar, manage scheduling requests, and proactively communicate changes.
  • Plan events, such as off-site workshops and retreats, including itinerary planning, travel, and overnight accommodations.
  • Prepare routine responses for signature and research and collect relevant documentation for more complex responses.
  • Maintain the security of highly sensitive and confidential matters.
  • Liaise with the internal team and provide support where necessary.
  • Undertake special assignments as requested.
  • Adopt and champion new technologies and business processes as required.
  • Liaise with internal and external communications and assist in coordinating the distribution of internal and external releases.
  • Perform Recording Secretary functions, including scheduling meetings, drafting and distributing agendas, recording minutes, and following up on action items.
  • Prepare specialized reports and provide options and recommendations as required.
  • Enter purchase requisitions, process purchase orders, and assist with procurement of software and services through the ERP system.
  • Execute administrative processes and procedures in accordance with corporate policies, guidelines, and procedures.
  • Monitor budget and work orders and reconcile invoices.
  • Process and record a variety of agreements and contracts.
  • Liaise with consultants retained, schedule meetings, and process invoices for payment.
  • Field general questions and concerns raised by staff, including fellow Executive Assistants, pertaining to policies and procedures.
  • Ensure consistent and efficient interaction with others across the organization.
  • Liaise with key clients regarding customer inquiries, requests for information, and requests for attendance or representation at meetings.
  • Review and edit documents.
  • Track and reconcile monthly cash expenses and credit card statements and complete and submit reports in a timely manner.
  • Respond directly to inquiries and calm customers whose concerns have escalated to the Executive level.
Requirements
  • Post-secondary education in a related field, preferably Office Administration.
  • Several years of experience managing the administration of an Executive or Director-level office.
  • Several years of progressively responsible secretarial experience.
  • Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
  • Ability to work in a fast-paced and sometimes unpredictable environment, works well under pressure, and tight deadlines.
  • English essential, both oral and written; Bilingual (English/French) considered an asset.
  • Strong computer skills, proficient in the use of office productivity and collaboration tools, preferably Google Workspace and MS Office.
  • Working knowledge of Workday and JD Edwards considered an asset.

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