Executive Assistant

**Job Objective**: To provide administrative support to the Senior Executive team, and office management related duties. To manage confidential information (written and oral) with discretion and care. Be familiar with policies and procedures and assist the Senior Executive team in the management of The RMS Group of Companies.

**Responsibilities Include, but are Not limited to**:
**1. EXECUTIVE ASSISTANT DUTIES**
- Serve as liaison between CEO/President, senior management and external contacts providing excellent communication and service, with professionalism and accuracy.
- Provide operational and administrative support to the CEO/President with attention to detail and mindfulness of deadlines.
- Arrange travel as required (e.g. accommodations, flights, conferences, etc.).
- Prepare monthly expenses, coding expenses accordingly and submit them to the accounting department in a timely manner.
- Maintain and track monthly mileage logs with required detail and accuracy.
- Meticulous calendar management, including planning meetings, coordinating recurring check-ins and communicating with multiple parties to schedule events.
- Provide CEO/President with prepared agendas, content and action items before meetings and check ins. Arrange for catering if required.
- Follow up or tracking items, maintaining detailed notes and updating the CEO/President as needed or upon request.
- Prepare documents as directed for various matters.
- Assist and manage professional or personal items for the CEO/President as needed.

**2. OFFICE MANAGEMENT**
- Purchase and track inventory of office supplies and equipment for all divisions. Bi-weekly rounds to check on supply inventory and ensure that office machines are in good working order.
- Liaise with commercial cleaners (e.g. contract schedule, extra services as required, etc.).
- Full accountability for all coordination and management of cleanliness, stocking and organization of all staff common areas including kitchens, bathrooms, hallways, boardrooms, gym, etc.
- Reconcile the company credit card and code the expenses accordingly.
- Code accordingly and submit to the accounting department invoices, expenses, utility bills, credit card reconciliation, etc. in a timely manner.
- Liaise with our 3rd party IT support provider (e.g. user set up and maintenance, technical issues, order hardware, user access, etc.).
- Program and maintain users on photocopier and other office devices. Train staff in the use of office equipment.
- Track inventory of digital software and physical equipment which includes but is not limited to laptops, cell phones, iPad’s, power cords, etc.
- Liaise with communications providers such as Rogers, Telus, Shaw, Bell Mobility (e.g. office phone systems, fax, internet, cable, cell phones: ordering, maintenance, management of data and landline plans, and updating user lists, etc.).
- Full accountability for all coordination and management of digital marketing, and advertising programs for RMS, this includes but is not limited to, coordination of logos, the design and purchase of promotional signage, banners, decals, posting on various social media platforms, organization and updating of websites, and advertising campaigns/news articles. etc.
- Create and maintain forms, templates, documents and spreadsheets in both paper and digital files inclusive of RMS policies and procedures.
- Manage photographs (e.g. label, file, maintain, printing, etc.).
- Prepare files and labels, scanning and photocopying, as required.
- Full accountability for all coordination, planning and management of corporate events (e.g. Christmas party, team building, etc.).
- Assist with conference registrations and travel bookings.
- Full accountability for all coordination, planning and management of staff general meetings. (e.g. typing meeting agenda/record meeting minutes, record attendee names and distribute post-meeting.
- Work alongside the human resources department to ensure new hires have the required equipment and IT access, at or before their start date.
- Booking courses for employees as required.

**Required experience**:

- 5 years of office administration experience
- High School Diploma

**-**Post-Secondary Business Administration Certificate

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

Pay: From $68,000.00 per year

**Benefits**:

- Company events
- Dental care
- On-site gym
- On-site parking
- Paid time off
- Vision care
- Wellness program

Work Location: In person