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Executive Assistant

3 weeks ago

Vaughan, Canada Plan Group Full time

**Key Responsibilities**:

- Executive Support: Provide direct assistance to executives by managing their calendars, scheduling meetings, and coordinating domestic and international travel arrangements. Exercise discretion in handling executive time and prioritizing tasks.
- Calendar and Meeting Management: Organize and maintain executives' schedules, ensuring optimal time management. Schedule meetings, prepare agendas, and distribute meeting materials. Attend meetings as needed, taking notes and preparing minutes.
- Travel Coordination: Coordinate all aspects of executive travel, including flights, accommodations, transportation, and itinerary management. Ensure all arrangements are efficient and cost-effective.
- Project Coordination: Assist in the management of departmental projects, ensuring deadlines are met and tasks are completed. Monitor progress, communicate with stakeholders, and provide updates as needed.
- Document Management: Prepare and reconcile expense reports, gather documents for financial reporting, etc.
- Confidentiality and Discretion: Safeguard sensitive and confidential information related to executive activities and organizational operations.
- Collaboration and Team Support: Liaise with other departments and staff to ensure seamless coordination of activities. Assist with cross-departmental projects and support other executives when needed.
- Special Projects: Assist with the preparation of presentations, reports, and financial spreadsheets. Lead or support special projects as assigned, contributing to the overall success of the organization.
- Event Coordination: Organize and assist with company events, including team-building activities, town halls, and external corporate events such as conferences, seminars, or social gatherings.
- Communication Management: In some cases, sort and triage incoming mail. Provide timely responses to internal and external communications.

**Responsibilities and Tools**:
**1. Proficiency in Office Software**
- ** Microsoft Office Suite** (Word, Excel, PowerPoint, Outlook)
- Ability to create, edit, and format professional documents, spreadsheets, and presentations.
- Strong organizational skills using tools like Excel for project tracking and scheduling.

**2. Calendar and Scheduling Tools**
- ** Outlook Calendar**
- Managing complex calendars for executives, coordinating meetings, and scheduling events.
- Understanding of time zone management and scheduling across various platforms.

**3. Collaboration Tools**
- ** Microsoft Teams**
- Comfortable using chat, video, and voice communication platforms to facilitate remote meetings, team communication, and collaboration.

**4. Document Management Systems**
- ** SharePoint**, **Google Drive**, **Dropbox**, **OneDrive**
- Knowledge of cloud storage and document sharing platforms for organizing and managing files and data.
- Maintaining document integrity and version control.

**5. Project Management Software**
- Coordinating and tracking projects, deadlines, and tasks using project management tools.
- Collaborating with teams to ensure project timelines and deliverables are met.

**6. CRM Software**
- ** Salesforce**
- Experience with Customer Relationship Management (CRM) tools to support tracking and managing client or partner relationships, as well as executive follow-ups.

**7. Expense Management Software**
- ** CONCUR and future Mobilexpense (MXP)**
- Managing and processing expenses, reimbursements, and budget tracking for executives.

**8. Virtual Meeting Platforms**
- ** Microsoft Team**
- Setting up and managing virtual meetings and webinars, including handling logistics such as invitations, materials, and tech troubleshooting.

**9. Basic Graphic Design Tools**
- ** Canva**, Powerpoint
- Designing basic marketing or presentation materials, event invites, or internal documents.

**10. Security Awareness**
- Familiarity with **VPNs**, **Two-Factor Authentication** (2FA), and data security protocols
- Ensuring confidentiality and security in managing sensitive company and client information.

**11. Travel Management Software**
- ** Egencia**
- Booking and managing travel arrangements (flights, accommodations, car rentals) while maintaining cost-effectiveness.

**12. Basic IT Troubleshooting Skills**
- Familiarity with basic troubleshooting for office software, hardware, and digital tools.
- Ability to assist with minor IT issues or escalate when necessary.

**Qualifications**:

- Proven experience as an executive assistant or in a similar administrative role.
- Strong organizational and multitasking abilities.
- Excellent communication skills, both written and verbal.
- High level of proficiency with office software (Microsoft Office Suite).
- Ability to maintain confidentiality and exercise discretion in all matters.
- Strong attention to detail and problem-solving skills.
- Ability to work independently and as part of a team in a dynamic environment.
- Flexibility and adaptability to handle changi