Executive Administrative Assistant

2 weeks ago

Richmond Hill, Ontario, Canada PeopleToGo Full time

Job Title: Executive Administrative Assistant

Location: Richmond Hill, ON

Type: 12 month contract

Salary equivalent: $45K

Hours: Mon to Fri; 8am to 5pm


Overview:


The President of a large Information Technology group is seeking an experienced Executive Administrative Assistant to work closely with them. The ideal candidate will have a minimum of 3, preferably 5 years of executive administrative experience working with senior management and be comfortable handling confidential information with integrity, tact, and diplomacy.


Key Responsibilities:


Calendaring:

- Monitor the President's calendar regularly, updating it as needed and providing detailed information for each entry.

- Take minutes of meetings and distribute them to all members of the group.

- Process expense reports and prepare travel itineraries for the President.


Expense Reporting:

- Prepare receipts for expense reports and process them efficiently.

- Reconcile receipts with invoices against credit card purchases.


Org Chart Updates:

- Update the organization chart for changes, additions, and deletions.


Awards:

- Organize and prepare service awards and team awards, including collecting nominations and preparing prizes.


Library:

- Maintain a notes database and update it regularly.

- Send reminder emails for overdue books and update the database accordingly.


Directory Advertising:

- Manage Yellow Pages advertising.


Offsite Meetings:

- Plan and prepare for executive visits to Toronto, including creating agendas and arranging travel and accommodations.


Requirements:


- Relevant education

- Minimum of 3, preferably 5 years of recent and related administrative assistant experience working with upper management

- Professional, well-organized, outgoing, pleasant, and personable with excellent presentation skills

- Strong communication skills, articulate with a high level of integrity

- Pleasant with strong presentation skills along with good business acumen

- Strong keyboarding and documentation skills along with proficiency in the use of MS Office suite

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