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Executive Assistant

3 weeks ago

Stoney Creek, Canada Superior Boiler Works and Welding Ltd. Full time

**Primary Objective**:
The Executive Assistant provides professional and high-level administrative support to the President and the Executive Vice-President of the company. The ability to exercise good judgment in a variety of situations and maintain a realistic balance among multiple priorities. Will work independently on most projects, from conception to completion, and must be able to handle a wide variety of activities and confidential matters with discretion.

**Duties and Responsibilities**:

- Hours of work are 8:30 a.m. till 5:00 p.m.
- Coordinate the day-to-day administrative affairs of the executive team.
- Review, proofread, and format all correspondence prepared for the executives to ensure accuracy and completeness. This will include highly confidential correspondence, memoranda, contracts, proposals, tenders, bids, and purchases with sensitive timelines.
- Coordinate and manage appointments and schedules. Ensure there are no conflicts and that the executives are made aware of any upcoming commitments.
- Safeguard the confidentiality of the company by exercising discretion in communicating with other staff members, customers, and other outside personnel.
- Assist the administrative support team as required.
- Prepare responses to correspondence, print and prepare bid documents.
- Complete the executive team expense reports monthly, or as needed.
- Create and develop job schedules utilizing MS Project.
- Generate quotes numbers and job numbers issuance.
- Compile, transcribe, and distribute minutes of meetings, with follow-up and action items tracking.
- Receive and screen incoming calls to the executives.
- Maintain filing system that permits easy reference and rapid retrieval of documents.
- Assist with visitors including boardroom booking, writing materials, handouts, marketing material, catering requirements, IT supports, agendas, etc.
- Order and schedule lunch meetings on and off site. Ensure that the boardroom is tidy, and any dishware used is loaded, washed, and unloaded in the dishwasher.
- Assist with the tender process; print tender documents for review, open up RFQ number and distribute to Lead Estimator.
- Arrange travel plans including flight, hotel, car, and dinner reservations and prepare itineraries, agendas, both corporate and personal for the executive team.
- Photocopy, scan, print, and fax documentation as needed or requested.
- Assist and create marketing material for the company.
- Any additional administrative and project support duties as required.

**Skills/Qualifications**:

- Diploma in Office Administration - Executive.
- Minimum of two (2) years administrative experience.
- Proven ability to handle confidential information with discretion, be adaptable to various requests, and demonstrate the highest level of customer/client service and response.
- Knowledge of construction and fabrication industries would be an asset.
- Ability to interface effectively within all levels of the organization.
- Demonstrated judgment, tact, and diplomacy in dealing with internal and external customers.
- Exceptional knowledge of MS Office (Outlook, Excel, Project, and Word).
- A positive attitude, strong team skills, and display leadership qualities.

**Job Types**: Full-time, Fixed term contract
Contract length: 14 months

**Benefits**:

- Company events
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Life insurance
- On-site gym
- On-site parking
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Ability to commute/relocate:

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

Work Location: One location