Executive and Office Assistant

2 weeks ago

Burlington, Canada Groupe Touchette Inc. Full time

The Executive and Office Assistant’s responsibility is to offer administrative and organizational support to the AVP’s (3) located in Burlington, in the management of their daily activities and for various business meetings, advisory committee meetings and executive committee meetings. This role will also be responsible for managing the day-to-day requirements of the office for Burlington and overseeing the Etobicoke office.

**Responsibilities**
- Manage AVPs’ calendars, schedule meetings, and coordinate appointments.
- Prepare agendas, record meeting minutes, and create PowerPoint presentations.
- Arrange travel, process expense reports, and approve time sheets for direct reports.
- Act as the primary office contact, welcoming guests and handling courier shipments.
- Oversee meeting room bookings and coordinate with vendors for office needs.
- Maintain office supplies, track inventory, and liaise with the landlord for facility requests.
- Organize corporate and social events, manage RSVPs, logistics, and employee celebrations.
- Support onboarding of new employees and foster a positive office culture.
- Coordinate follow-ups for executive committee members and assist in special projects.
- Collaborate with administrative teams across Ontario and Quebec offices.
- Assist with office management in Etobicoke when required.
- Drive company values and engagement initiatives in Burlington and Etobicoke offices.
- All other related tasks.

**Success factors**
- Technical knowledge: Your significant experience as an Executive and Office Assistant, a minimum of 5 -10 years, makes you an expert in the administrative field.
- Computer knowledge: You are proficient in Microsoft Office Suite (SharePoint, Outlook, Word, Excel and PowerPoint) and have a very good grasp of current IT tools.
- Communication skills: You possess excellent verbal and written communication abilities, allowing you to interact effectively with executives, colleagues and vendors, while ensuring clarity and professionalism in all exchanges. French knowledge is an asset.
- Time management & Autonomy: You have remarkable organizational and planning skills, capable of coping with tight deadlines and working under little supervision.

Professionalism: ensuring attention to details thus always ensuring the accuracy of the information you provide.
- Multitasking: You are efficient at managing multiple tasks simultaneously and handle various workloads.
- Customer Service: You stand out with your smile and positive attitude. You are caring and constantly put the needs of others first.
- Resourcefulness: You are independent and always find the answer to your question or the solution to your problem.

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