Executive Assistant

**EXECUTIVE ASSISTANT**

**Position Overview**:
A proactive and progressive Executive Assistant who utilizes an anticipatory and collaborative approach to recognize multifaceted business priorities across the organization to identify priority issues for immediate action by the Executive office. Adaptable and proficient working with all levels of management, stakeholders and staff, utilizing discretion and collaboration.

**Key Responsibilities**:

- Provide direct administrative support to the Executives
- Calendar Management: Maintain calendar by arranging meetings and appointments between external or internal contacts. Ensuring that the Executives are briefed and prepared before all business meeting/appointment and that their day is on track and running according to schedule;
- Receive incoming mail and taking notice of required actions and due dates to ensure timeliness of response and required actions
- Present a positive and professional image to all visitors, suppliers, inquiries, and other persons.

Manage Internal Communications in the Teams reporting to the Executives
- Arrange the communication activities consistent with the Internal Communication Strategy as defined for the function.
- Coordinate logistics of meetings, seminars, workshops, special projects, and events
- Ensure agendas are well prepared and that action points are well prepared.
- Facilitate communication from department managers, business unit leaders, and project managers.
- Takes notes at Executive status meetings and prepares them for distribution

Corporate Document Management
- Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling and make edits as necessary
- Maintain a hard copy filing system with customer and vendor correspondence as well as Agreements;
Administration
- Complete expense reports, pay invoices, and other related duties.
- Prepare and review project status
- Prepare reports based on expenditures from all personal and business expense reports for approval and payment;
- Book personal and business travel for my executive, family members and other executives, including researching appropriate accommodation, organizing flights and transportation services;
- Drafting correspondence as required
- Plan events, from small dinners to large gatherings, including researching and booking venues
- Backs up other administrative staff for seamless support to Executives and at times the owner during absences of other personnel;
- Liaise with various departments for Legal, accounting and various outside consultants

Other duties as required

**Experience**:

- Post-Secondary Diploma in Business Administration, or relevant discipline, preferred
- Minimum 5-7 years' experience
- Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point)
- Highly organized with the ability to prioritize and to manage multiple tasks with a sense of urgency and calm
- Experience managing and navigating through change, taking initiative to work through the unknown, and leveraging your skills to ‘figure things out’
- Keen attention to detail
- Ability to maintain privacy and confidential information is critical
- Advanced written/verbal communication and diplomacy skills
- Ability to organize moderate amounts of business information and develop it into cohesive, professional reports and presentations
- Strong independent judgment and a high degree of interpersonal effectiveness to be able to deal with stakeholders across various levels both internally and externally
- Demonstrated ability to work in a team environment keeping others informed and anticipating needs is essential
- Strong scheduling and project management skills
- Willing to work flexible hours to meet challenging and changing deadlines
- Polished, professional approach and the ability to establish and maintain strong interpersonal relationships is necessary

**Job Types**: Full-time, Permanent

**Salary**: $55,000.00-$65,000.00 per year

**Benefits**:

- Company pension
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Vision care

Schedule:

- 8 hour shift
- Monday to Friday

Supplemental pay types:

- Bonus pay

Ability to commute/relocate:

- Concord, ON: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Executive Assistant: 5 years (required)
- Home Builder: 2 years (preferred)

Work Location: One location