Receptionist/executive Assistant

1 week ago

Nepean, Canada Laurin & Company Full time

**About The Position**:
**Duties & Responsibilities**:

- Manage complex executive calendars, including scheduling meetings, conference calls, and travel arrangements.
- Prepare meeting agendas, materials, and minutes while maintaining strict confidentiality.
- Act as a gatekeeper for executives, prioritizing communications and managing correspondence.
- Assist with preparation of presentations, reports, and other executive-level documentation.
- Coordinate special projects, strategic initiatives, and internal communications as assigned.
- Serve as the first point of contact for all visitors, clients, and incoming calls, ensuring a welcoming and professional environment.
- Oversee office operations including supplies, mail, courier services, and vendor coordination.
- Support meeting room bookings, event planning, and office logistics.
- Maintain office policies and procedures, ensuring a safe and efficient workplace.
- Provide general administrative support to the broader team as required.
- Assist the Finance Department with light transactional support, including:

- Receiving, organizing, and tracking invoices.
- Posting and coding transactions into the accounting system under the direction of Finance.
- Assisting with expense report processing and supporting month-end documentation.
- Maintain accurate records and ensure sensitive financial information is handled with discretion and integrity.

**Qualifications**:

- 5 years of experience in an Executive Assistant or senior administrative role, ideally with reception or front-of-house exposure.
- Experience supporting financial processes such as invoice handling, expense reporting, or basic bookkeeping.
- Proven ability to handle sensitive and confidential information with discretion.
- Exceptional organizational skills and attention to detail with the ability to prioritize competing demands.
- Strong communication and interpersonal skills to represent the company professionally.
- Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfortable learning new systems.
- Demonstrated experience coordinating travel, schedules, and high-level meetings.
- Ability to work independently, exercise sound judgment, and proactively anticipate needs.

**Education**: High School, English & French Spoken, English Written

**Benefits**:

- Dental Care
- Disability Insurance
- Life Insurance
- Extended Health Care
- On-site Parking
- Vision Care

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