Executive Assistant

3 weeks ago

Courtice, Ontario, Canada Adecco Canada Full time
Job Title: Executive Assistant

Job Summary:
We are seeking a highly organized and proactive Executive Assistant to support senior executives in their day-to-day operations. The ideal candidate will have excellent multitasking skills and a passion for supporting executive leadership.

Responsibilities:

* Provide comprehensive administrative support to Senior Managers and their departments, including managing schedules and calendars, scheduling meetings and booking travel arrangements.
* Maintain leader's calendar regarding meetings, appointments and screen calls and visitors, being mindful of established priorities.
* Schedule and make all necessary arrangements for meetings and conferences such as the preparation and distribution of agenda and handouts, acquiring of meeting room, accommodation, notification of participants, arranging for audiovisual or other equipment, preparing and issuing meeting notices, typing of minutes of the meeting covering numerous items such as corporate business plans, organization changes, executive appointments, labour relations and bargaining strategy, etc.
* Participate with Senior Manager in the setting of priorities and the scheduling of Senior Manager's work projects and activities, advising relative to the status of current work, target dates, scheduled actions/meetings etc., and other related demands on Senior Manager's time.
* Maintain referral and follow up control logs to keep Senior Manager informed of impending actions, progress etc.
* Coordinate all access to Senior Manager. Set up priority for requests and, where possible and prudent, refer same to other knowledgeable staff for action or, within prescribed limitations, respond personally to request providing required information or service.
* Prepare and edit correspondence, reports, presentations, and other documents.
* Handle confidential and sensitive information with the utmost discretion and professionalism.
* Manage expense reports, budgets, and other financial documents.
* Perform other administrative duties as required to support the leadership team.

Requirements:

* Minimum of 3 years of experience in an administrative support role.
* Exceptional organizational skills and attention to detail.
* Strong written and verbal communication skills.
* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
* Ability to prioritize and manage multiple tasks and deadlines in a fast-paced environment.
* High level of discretion and confidentiality.
* Strong problem-solving skills and the ability to work independently.
* Excellent interpersonal skills and the ability to work effectively with all levels of the organization.

Qualifications:

* Must be legally eligible to work, and reside in Canada.
* High school diploma or equivalent; Bachelor's degree preferred.
* 3+ years of experience as an Executive Assistant or in a similar administrative role.
* Excellent written and verbal communication skills, strong organizational and time-management abilities, and proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
* Ability to work independently, prioritize tasks, and multitask in a fast-paced environment.
* Experience supporting senior level executives.
* Familiarity with project management tools and software.
* Ability to anticipate needs and solve problems proactively.

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