Executive Assistant

16 hours ago

Etobicoke, Canada Caruk-Hall Full time

**Job Overview**

**Responsibilities**
- Provide comprehensive administrative support to executives, including managing schedules and coordinating meetings through Outlook Calendar.
- Prepare and edit correspondence, reports, and presentations with a high level of accuracy and professionalism.
- Manage phone systems to ensure effective communication within the organization.
- Maintain organized filing systems, both physical and digital, to ensure easy access to important documents.
- Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences.
- Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.
- Maintains customer confidence and protects operations by keeping information confidential.
- Serve as the first point of contact at the front desk, greeting visitors and handling inquiries in a courteous manner.
- Conduct proofreading of documents to ensure clarity and correctness before distribution.
- Support project management efforts by tracking deadlines and deliverables.
- Assists in sending out RFQs, formatting budgets, and formatting construction schedules
- Solicits and files client certificates of insurance for each project.
- Obtains sub-trade certificates of insurance for each project.
- Organizes all files and makes sure the paperwork for each project is saved on the server.
- Requests resources for project locations (ie, locates, inspections, port-a-potties, etc.)
- Sets up and maintain client files / project binders.
- Sets up and maintains leads / client accounts on Procore.
- Reviews and validates equipment and office equipment lease contracts.
- Assists in ordering and organizing office supplies.
- Maintains organized office and workspace.
- Arranges and coordinates meetings, employee training sessions, special events.
- Communicates company updates and invitations with employees.
- Maintains business and vehicle insurance records.
- Maintains records of new client leads.
- Maintains preferred vendor lists.
- Verifies that each subcontractor has a valid WSIB clearance certificate prior to working on-site.
- Completes WSIB documentation/certificates for each project.
- Updates and maintains Health & Safety binder.

**SKILLED KNOWLEDGE**
- Excellent communication skills
- Attention to detail.
- High level organizational skills
- Knowledge of general office procedures
- Time management skills

**Requirements**:

- 2-5 years experience administrative experience at the senior executive level
- Post-secondary education required
- Strong organizational skills with the ability to prioritize tasks effectively in a fast-paced environment.
- Excellent verbal and written communication skills.
- Familiarity with clerical duties such as data entry and record keeping.
- Attention to detail with strong proofreading capabilities.
- Ability to work independently as well as collaboratively within a team setting.

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

Pay: $49,000.00-$55,000.00 per year

**Benefits**:

- Dental care
- Extended health care

Schedule:

- Day shift
- Monday to Friday

**Education**:

- Bachelor's Degree (preferred)

Work Location: In person

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