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Administrative Support Specialist

1 week ago

Ottawa, Ontario, Canada Celestica Inc. Full time
Job Description:

The Executive Assistant will provide high-level administrative support to multiple executives. The ideal candidate will have excellent organizational, time management, and communication skills, and the ability to multitask and work under pressure.

This role involves managing, maintaining, and prioritizing executive calendars, including organizing meetings and events, scheduling, sending reminders, and arranging catering when necessary. Additionally, the successful candidate will coordinate all travel arrangements, book flights, accommodations, and ground transportation, prepare and submit expense reports, and manage administrative aspects of special projects assigned by the executive.

Responsibilities:
  • Manage and maintain executive calendars, including organizing meetings and events, scheduling, sending reminders, and arranging catering when necessary.
  • Coordinate all travel arrangements, booking flights, accommodations, and ground transportation.
  • Prepare and submit expense reports.
  • Manage administrative aspects of special projects assigned by the executive.
  • Greet clients and visitors.
  • Provide general administrative support, including answering phones, handling correspondence, and filing.
  • Liaise with other EAs on behalf of the executive.
  • Act as a point of contact for the executive.
  • Taking minutes during meetings, as required.

Qualifications:
  • Bachelor's degree or equivalent experience.
  • 5+ years of experience as an administrative assistant or in a related role.
  • Excellent Microsoft Office knowledge.
  • Knowledge of Google Sheets, Concur, and SAP is helpful.
  • Outstanding organizational and time management skills.
  • Excellent written and verbal communication skills.
  • Discretion and confidentiality.
  • Judgement and problem-solving skills.
  • Analytical skills.
  • Ability to work independently and as part of a team.
  • Ability to thrive in a fast-paced environment.