Executive Administrative Support Professional
3 weeks ago
We are seeking a highly organized and detail-oriented Executive Administrative Support Professional to join our team at Jaiswal Financial Services Inc.
Job SummaryThe successful candidate will provide administrative support to our executive team, handling tasks such as budget planning, policy implementation, and meeting preparation.
About the RoleThis is a permanent position with 32-35 hours of work per week. The ideal candidate should have a secondary (high) school graduation certificate and 1 year to less than 2 years of experience in an administrative role.
Key Responsibilities- Plan and control budget and expenditures: Collaborate with the executive team to develop and implement budget plans that align with the company's financial goals.
- Establish and implement policies and procedures: Assist in creating and updating policies and procedures to ensure compliance with regulatory requirements and company standards.
- Record and prepare minutes of meetings, seminars, and conferences: Take accurate minutes during meetings and prepare reports for distribution to relevant stakeholders.
- Determine and establish office procedures and routines: Develop efficient office procedures to enhance productivity and reduce waste.
- Answer telephone and relay telephone calls and messages: Provide exceptional customer service by answering phone calls and responding to messages in a timely manner.
- Oversee the analysis of employee data and information: Analyze employee data to identify trends and areas for improvement, making recommendations to senior management.
- Compile data, statistics, and other information: Gather and organize data from various sources to support business decisions.
- Oversee the preparation of reports: Coordinate the preparation of reports to communicate key findings and recommendations to stakeholders.
- Order office supplies and maintain inventory: Manage office supplies and maintain inventory levels to ensure smooth operations.
- Greet people and direct them to contacts or service areas: Provide excellent customer service by greeting visitors and directing them to relevant contacts or service areas.
- Set up and maintain manual and computerized information filing systems: Design and implement efficient filing systems to store and retrieve important documents.
- Type and proofread correspondence, forms, and other documents: Prepare and edit documents, including correspondence and reports, to ensure accuracy and professionalism.
- Perform data entry: Enter data into the company's database to maintain accurate records.
- Provide customer service: Deliver exceptional customer service to internal and external customers.
- Maintain and manage digital database: Ensure the integrity and security of the company's digital database.
- Perform basic bookkeeping tasks: Handle basic bookkeeping tasks, including invoicing and reconciliations.
- Open and distribute regular and electronic incoming mail and other material: Sort and distribute mail and other materials in a timely manner.
To be successful in this role, you must have:
- MS Outlook: Proficiency in Microsoft Outlook to manage email, calendar, and task lists.
- MS Windows: Familiarity with Microsoft Windows operating system.
- MS Office: Strong skills in Microsoft Office applications, including Word, Excel, and PowerPoint.
- Electronic mail: Excellent communication skills, including written and verbal communication.
The ideal candidate should be able to:
- Work independently: Work independently with minimal supervision.
- Fast-paced environment: Thrive in a fast-paced environment with tight deadlines.
- Attention to detail: Demonstrate attention to detail to ensure accuracy and quality in work.
- Repetitive tasks: Perform repetitive tasks efficiently and effectively.
- Work with minimal supervision: Work with minimal supervision while maintaining productivity and quality.
The ideal candidate should possess:
- Ability to multitask: Ability to prioritize tasks and manage multiple projects simultaneously.
- Excellent oral communication: Excellent verbal communication skills to interact with colleagues, clients, and other stakeholders.
- Excellent written communication: Exceptional written communication skills to prepare reports, emails, and other documents.
- Flexibility: Flexibility to adapt to changing priorities and deadlines.
- Organized: Highly organized and methodical approach to work.
- Team player: Willingness to collaborate with colleagues to achieve common goals.
- Accurate: Attention to detail to ensure accuracy in work.
- Client focus: Client-centric approach to deliver excellent customer service.
- Time management: Effective time management skills to meet deadlines and prioritize tasks.
- Adaptability: Adaptability to change and willingness to learn new skills.
- Accountability: Accountability for actions and results.
- Due diligence: Commitment to due diligence in all aspects of work.
- Quick learner: Eagerness to learn and grow professionally.
Jaiswal Financial Services Inc. is committed to creating a welcoming work environment for persons with disabilities. We provide awareness training to employees to promote inclusivity and respect.
Support for Newcomers and RefugeesWe value diversity and inclusion and strive to create a welcoming work environment for newcomers and refugees. Our organization provides diversity and cross-cultural trainings to promote understanding and empathy.
Support for YouthWe recognize the importance of supporting youth in our community. As part of our commitment, we provide awareness training to employees to foster a positive and inclusive work environment for young professionals.Support for Indigenous People
Jaiswal Financial Services Inc. is dedicated to promoting cultural competency and understanding within our organization. We offer cultural competency training and awareness programs to create a welcoming work environment for Indigenous workers.Supports for Visible Minorities
We believe in fostering a diverse and inclusive workplace culture. Our organization provides diversity and cross-cultural training to promote respect, empathy, and understanding among employees from visible minority backgrounds.
Estimated Salary: $45,000 - $55,000 per annum, based on experience and location.
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