Executive Support Specialist

3 weeks ago

Markham, Ontario, Canada Trevor Frances Recruitment Full time

Trevor Frances Recruitment is seeking a highly skilled Administrative Assistant to join their team in Markham, Ontario. This is a full-time permanent position with a competitive salary of $55,000 - $65,000 per year.

The ideal candidate will provide comprehensive executive support to senior management, including scheduling meetings, coordinating travel, and preparing presentations. They will also serve as the primary contact for internal and external communications, addressing client inquiries and managing follow-ups on behalf of senior leadership.

Responsibilities:

Executive & Administrative Support
  • Provide administrative assistance to senior management, including scheduling meetings, coordinating travel, and preparing presentations.
  • Serve as the primary contact for internal and external communications, addressing client inquiries and managing follow-ups on behalf of senior leadership.
  • Maintain calendars ensuring key deadlines, client meetings, and firm events are managed efficiently.
  • Prepare, edit, and organize important documents, presentations, and reports for internal and client use.
Office Management
  • Oversee daily office operations, ensuring a well-organized, professional, and welcoming work environment.
  • Manage relationships with vendors for office supplies and equipment and oversee inventory to ensure smooth daily operations.
  • Coordinate with maintenance providers as needed to maintain a safe, clean, and functional office space.
Client Communications & CRA Liaison
  • Act as a liaison with the CRA, handling client-related inquiries and submissions by phone and online, ensuring timely follow-up and resolution.
  • Client onboarding process and support
  • Manage client correspondence, including scheduling reminders, updates, and handling requests or questions as needed.
  • Assist clients with basic CRA documentation requirements, promoting a high level of client service and accuracy.
Document & Record Management
  • Maintain both digital and physical files, organizing important documents for accessibility and proper archiving.
  • Coordinate internal records and client files to ensure secure, accurate, and efficient storage of sensitive information.
  • Digital document signatures for clients
Process Improvement & Compliance
  • Collaborate with the leadership team to identify areas for process improvement, implementing efficiency-boosting changes where possible.
  • Ensure the office complies with health, safety, and confidentiality standards, updating protocols as needed.
  • Contribute to office culture by organizing occasional team-building activities and staff events, promoting a positive and collaborative environment.

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