Executive Assistant

**About Allison Jones Consulting**

Allison Jones Consulting (AJ Consulting) is a leading nationally licensed and recognized staffing agency, dedicated to providing employers with skilled workers since 2005.

As a boutique agency, AJ Consulting specializes in the Temporary Foreign Worker (TFW) Program and Labour Market Exempt Programs. Employers and experienced skilled workers are supported by a team of Talent Acquisition professionals and consultants who understand the Canadian labour market to best place the TFWs.

AJ Consulting have set the standard for excellence with professionalism and exceptional level of skills and care. AJ Consulting mission is to work with corporate partners and foreign nationals wishing to work in Canada in a spirit of mutual respect and understanding. AJ Consulting provides outstanding services with consistent professionalism to all clients.

**Position Summary**

Reporting to the Chief Executive Officer (CEO), the Executive Assistant (EA) is responsible for providing comprehensive secretariat and administrative support the CEO. The EA plays a significant and diplomatic role in support of the CEO as well as maintaining excellent relationship with internal and external stakeholders.
- Administrative Support to the CEO_
- Anticipate and provide administrative support to the CEO. Assist in the management of the CEO’s workload, follow-up on meetings, information requests, and related issues to support the CEO in handling priorities and meeting deadlines.
- Proactively coordinate, administer and maintain CEO’s daily, weekly and monthly schedules, calendar of appointments, mail and phone messages, meetings, events, and travel arrangements.
- Schedule, draft agendas and initial drafting of meeting materials for internal and external meetings as required by the CEO
- Manage and maintain files
- Attend meetings as required and record decisions and recommendations, prepare written minutes, and follow-up on actions items resulting from the meetings.
- Compose office correspondence including letters, reports, briefings and related documentation to the CEO or on behalf of the CEO and/or the organization. This includes preparing, proofreading, and editing.
- Responds to queries from employees and other stakeholders on behalf of the CEO.
- Prepare monthly expense reports for the CEO as required.
- Ensure sensitive and confidential information is managed appropriately.
- Office Administrative Support_
- _
- General office administration functions, serve as a point person for office operational support such as maintenance, mailing, office supplies, equipment, bills, errands and shopping.
- Coordinate with IT ( third party) on all office equipment and issues.
- Maintains, manage and organize the office filing systems and the teams shared file system.
- In partnership with HR Department, update and maintain office policies and procedures when necessary
- In partnership with HR Department, address employees’ queries regarding office management issues and inquiries
- Provide regular back-up support to reception (lunch coverage) and other departments in absence of their designated administrative staff.
- Any other duties as maybe assigned from time to time.

**Education & Experience**
- Minimum 5 years related experience in an administrative role supporting senior management positions, preferably at the President or CEO level.
- A degree, diploma or certificate(s) from recognized post-secondary institutions in Business Administration, Management, Administrative Support, or other related fields of study is an asset.
- Equivalent combinations of experience and education will be considered.
- Previous work in immigration sector is an asset

**Knowledge Skills Abilities**
- Strong organizational, administration and planning skills.
- Demonstrated self-starter, able to work independently with little supervision to ensure work is completed as required.
- Excellent interpersonal skills with the ability to deal sensitively and appropriately with a variety of people, both in person and over the phone.
- Exceptional verbal and written communication skills, able to synthesize complex information in concise relevant minutes and correspondence. Strong attention to detail and accuracy.
- Proactive problem solver, with good judgment and ability to make sound decisions in a timely manner.
- Able to prioritize and work on multiple tasks and projects at once in a fast-paced work environment with many interruptions.
- Advanced use of Microsoft 365 Suite (Teams, OneDrive, Office)

**Core Competencies**
- **Creative Problem Solving** - you find ways to improve complex systems to better meet goals and continuously engage others to scope and solve issues.
- **Systems Thinking** - you work with other to identify and address interdependent activities that require collaboration.
- **Develop Self and Others** - you consult with individuals to reflect on experiences as learning opportunities and ensure delegation of appro