Executive Support Specialist

4 weeks ago

Hamilton, Ontario, Canada Inesa Security Services Inc. Full time
About the Role

We are seeking a highly organized and detail-oriented Executive Support Specialist to join our team at Inesa Security Services Inc. This role will provide administrative support to senior executives, ensuring seamless day-to-day operations and contributing to the overall success of the organization.

Responsibilities
  • Arrange and coordinate seminars, conferences, and other events, ensuring all logistical details are in place.
  • Supervise and assist other team members as needed, providing guidance and support to ensure task completion.
  • Record and prepare minutes of meetings, seminars, and conferences, maintaining accurate records for future reference.
  • Determine and establish office procedures and routines, streamlining processes to increase efficiency.
  • Schedule and confirm appointments, managing calendars and itineraries with precision.
  • Answer telephone calls, relay messages, and respond to electronic inquiries, providing exceptional customer service.
  • Compile data, statistics, and other information, analyzing trends and insights to inform decision-making.
  • Order office supplies, maintain inventory, and oversee maintenance of manual and computerized filing systems.
  • Set up and maintain databases, ensuring accuracy and integrity of data.
  • Type and proofread correspondence, forms, and other documents, ensuring high-quality output.
Requirements
  • Familiarity with MS Excel, MS Word, and MS Office software.
  • Experience with QuickBooks or similar accounting software.
  • Strong organizational skills, with ability to multitask and prioritize tasks effectively.
  • Excellent oral and written communication skills, with attention to detail and accuracy.
  • Able to work in a fast-paced environment, meeting tight deadlines and working under pressure.
  • Flexibility to adapt to changing priorities and situations.
Working Conditions and Physical Capabilities
  • Ability to work in a dynamic, fast-paced environment.
  • Willingness to work under pressure, meeting tight deadlines and handling multiple tasks simultaneously.
  • Attention to detail and accuracy, with strong organizational skills.
  • Ability to lift 25 pounds or less, with frequent sitting and occasional standing.
Estimated Salary Range: $45,000 - $60,000 per annum

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