Executive Support Associate

2 days ago

Brampton, Ontario, Canada SP Legal Services Professional Corporation Full time
About the Role

We are seeking a highly organized and detail-oriented Executive Support Associate to join our team at SP Legal Services Professional Corporation. In this role, you will provide administrative support to senior management, ensuring seamless day-to-day operations and exceptional customer service.

Key Responsibilities
  • Assist with staff consultation and grievance procedures, maintaining confidentiality and professionalism at all times.
  • Coordinate the flow of information within the team, ensuring timely communication and resolution of issues.
  • Direct and control daily operations, prioritizing tasks and managing competing deadlines.
  • Evaluate daily operations, identifying areas for improvement and implementing process enhancements.
  • Open and distribute mail and other materials, maintaining a clean and organized workspace.
  • Plan and organize daily operations, anticipating needs and taking proactive steps to ensure smooth execution.
  • Supervise other workers, providing guidance and support to ensure their success.
  • Record and prepare minutes of meetings, seminars, and conferences, accurately capturing key decisions and actions.
  • Schedule and confirm appointments, ensuring timely attendance and minimizing delays.
  • Manage contracts, reviewing and negotiating agreements to protect the company's interests.
  • Answer telephone and relay telephone calls and messages, responding promptly and professionally.
  • Answer electronic enquiries, resolving customer inquiries and escalating complex issues.
  • Compile data, statistics, and other information, presenting findings in a clear and concise manner.
  • Advise senior management on operational matters, offering strategic insights and recommendations.
  • Greet people and direct them to contacts or service areas, providing a welcoming experience for clients and visitors.
  • Type and proofread correspondence, forms, and other documents, ensuring accuracy and attention to detail.
  • Conduct research, gathering relevant information to inform business decisions.
  • Perform data entry, accurately capturing and updating critical information.
  • Provide customer service, responding to queries and concerns in a professional and courteous manner.
  • Maintain and manage digital databases, ensuring data integrity and security.
  • Supervise office and volunteer staff, providing guidance and oversight to ensure their success.
Requirements
  • 2 years to less than 3 years of experience in an administrative or executive support role.
  • High school diploma or equivalent required; college, CEGEP, or other non-university certificate or diploma from a program of 1 year to 2 years an asset.
  • Excellent organizational and time management skills, with ability to prioritize tasks and manage competing deadlines.
  • Strong communication and interpersonal skills, with ability to interact effectively with colleagues, clients, and external stakeholders.
  • Proficiency in Microsoft Office applications, including Excel, Word, and Outlook.
  • Familiarity with Google Docs, Google Drive, and Adobe Photoshop an asset.
  • Ability to work independently and as part of a team, with strong problem-solving and analytical skills.
Benefits
  • Health care plan.
  • Provides physical accessibility accommodations (for example: ramps, elevators, etc.).
  • Durée de l'emploi: Permanent.
  • Langue de travail: Anglais.
  • Heures de travail: 37.5 hours per week.

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