Executive Assistant

**JOB DESCRIPTION**

**JOB TITLE**:Executive Assistant

**DEPARTMENT**: Administration

**REPORTS TO**:President

**JOB TYPE**: Full Time

**HOURS**: 8:00 am - 4:30 pm

**OVERTIME STATUS**: When required

**FUNCTIONAL SUMMARY**:
**MAIN DUTIES & RESPONSIBILITIES**:

- Keeps the executive’s calendar up-to-date, including adding events, rescheduling appointments and providing daily briefings
- Acts as the gatekeeper for internal and external contacts, including vendors, colleagues, clients and customers
- Conducts research and creates reports on various topics based on the needs of the executive
- Follows up on deadlines and commitments to or from Management team
- Makes travel and accommodation arrangements
- Racks daily expenses and prepare weekly, monthly or quarterly reports
- Assists in planning and organizing company events
- Keeps important information and documents organized physically, and electronically
- Maintains a high degree of discretion and confidentiality
- Complies with safety regulations
- Seeks out proactivelyother areas to help when assignments are complete
- Performs other related duties to ensure the efficient and effective office administration

**JOB SPECIFICATION**

**SKILLS**:

- **Accuracy** - Ensures data presented is free from error.
- **Attention to Detail** - Thoroughness in accomplishing a task through concern for all areas involved, no matter how small. Monitors and checks work or information for accuracy and plans and organizes time and resources efficiently.
- **Time Management **- Prioritizes tasks according to their relative importance. Completes high-priority work within required timelines. Does not become flustered by deadlines and timelines.
- **Communication **- Demonstrates excellent communication, organizational and interpersonal skills. Creates an atmosphere in which timely and accurate information flows smoothly up and down, inside and outside.
- **Customer Focus** - Makes customers and their needs a primary focus of one’s actions, developing and sustaining productive customer relationships.
- **Drive for Results** - Demonstrates concern for achieving or surpassing results. Proactively seeks out other areas to learn and assist with other tasks.
- **Teamwork** - Works effectively as part of a team to meet goals.

**MENTAL EFFORT**:

- Ability to follow detailed instructions and procedures.
- Ability to multitask and prioritize competing demands.
- Mental and visual concentration during work that requires focusing during working hours.

**PHYSICAL EFFORT**:

- Ability to lift up to 50lbs.
- Ability to perform multiple, repetitive tasks with sustained hand-eye movements during working hours.

**WOKING ENVIRONMENT**:

- Office floor environment with exposure to phone ringing.
- May require working on extended hours during peak times.

**TYPE OF SUPERVISION RECEIVED**:

- Supervision and guidance from Manager Human Resources & Administration and Assistant Finance Manager.

**TYPLE OF SUPERVISION AND / OR ASSISTANCE GIVEN**:

- May be required to supervise, train and review work of subordinate or new hires.

**EDUCATION/QUALIFICATIONS**:

- Diploma in Business Administration
- Certification in Project Management will be an asset
- PA Diploma of Certification will be an asset

**EXPERIENCE**:

- Minimum of two (2) years related experience as an Executive Assistant
- Ability to learn quickly
- Ability to work in a fast-paced environment
- Exceptional attention to detail
- Excellent communication and interpersonal skills
- Ability to conduct research and create dynamic reports or presentations
- Ability to handle sensitive information confidently

**WHY JOIN US**

Work in an environment where safety is our first priority

The opportunity to build a career with a growing company

Medical, dental, and vision coverage for you and your family

Employee Appreciation Day

Company sponsored social events