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Executive Assistant

2 months ago

Mississauga, Ontario, Canada Ivan Franko Homes Full time
Job Title: Executive Assistant

At Ivan Franko Homes, we are seeking a highly skilled and experienced Executive Assistant to support our Chief Executive Officer (CEO) in managing their schedule, coordinating travel arrangements, and maximizing the efficiency of their time.

Key Responsibilities:
  • Act as the primary point of contact for all executive office matters, ensuring seamless communication and coordination.
  • Manage the CEO's calendar, ensuring all deadlines and commitments are met, and exercising discretion in committing time and evaluating needs.
  • Monitor and filter phone calls, emails, voicemails, and visitors for the CEO, handling confidential material with tact and diplomacy.
  • Answer a variety of questions, taking messages and directing calls appropriately for resolution, and serving as a liaison between the CEO and other departments, staff members, and external contacts.
  • Schedule and coordinate meetings, avoiding conflicts and minimizing downtime, and research data to assist with the preparation of documents or presentations for external and internal audiences.
  • Prepare and edit documents, reports, presentations, and collate documents as needed, and liaise with External Consultants and help where required with workshops, meetings, ceremonies, and other events for publicity, fundraising, and information purposes.
  • Plan interviews and press conferences, and plan, organize, and implement events, meetings, or business luncheons, maintaining a professional and organized work environment.
  • Maintain and organize paper and electronic files, records, and correspondence, and assist with the development and maintenance of external communications and communication lists.
Qualifications:
  • Two (2) years of experience as an Executive Assistant or in a similar role, with a post-secondary degree required.
  • Valid driver's license required, and excellent written and verbal communication skills in the English language (fluent).
  • Superior organizational and interpersonal skills, excellent attention to detail, and ability to work both independently and as part of a team.
  • Possess excellent time management skills, manage complex office administrative work requiring the use of independent judgment and initiative, and be astute and technologically-literate in MS Office software (Word, PowerPoint, and Excel) and Adobe.
  • Experience with scheduling appointments and updating calendars (Outlook, Google), and ability to build and maintain relationships with important contacts.
Benefits:
  • Health insurance, pension plan, free parking, flexible work schedule, and ability to work from home.