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Executive Assistant

2 weeks ago

Scarborough, Canada RecordXpress Full time

As the Executive Assistant you will be responsible for all coordination and executive support functions. You will provide dedicated administrative support to executives at RecordXpress. You will provide a broad range of administrative or general office support for the broader team as assigned. Your work will involve a range of complexity and may include but is not limited to the following accountabilities:
**How you will create impact**:

- Reviewing correspondence sent to the Vice President to determine urgency and managing schedules to ensure the most effective use of time.

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- Assisting with the logistics, facilitation and scheduling of meetings and events, including technical support and the preparation of presentations.

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- Completing various administrative tasks, including travel bookings, distributing mail, paying invoices, submitting and reviewing team expense reports, procedure documentation and ordering office supplies.

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- Coordinating and completing all Human Resources administrative processes relating to the Vice President’s direct reports, including new hires, performance reviews, compensation and succession planning.

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- Providing support services to the leadership team including scheduling meetings and recording minutes, creating, updating and maintaining document lists, following up with stakeholders, updating manuals and completing other tasks as required.

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- Provide a high level of administrative support ensuring quality service and professionalism at every customer interaction

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- Manage efficiently in a multi-tasked environment and ensure deadlines are met

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- Ensure the optimal level of customer service and integrity is provided

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- Provide accurate, organized and efficient administrative support

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- Collect and track data, research information, sort and distribute mail, balance and process expense reports, schedule and organize meetings, and perform other administrative assignments as required

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- Consistently exercise discretion in handling correspondence, information and all matters of confidentiality; raise issues w here appropriate

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- Be an effective teammate and flexible in adjusting to changing work priorities
- Participate fully as a member of the team and contribute to a positive work environment
- Keep others in the immediate team informed and up-to-date about the status/progress of projects, and all relevant or useful information related to day-to-day activities
- Offer fully qualified, experienced administrative and clerical support and perform multiple tasks and work on dynamic assignments with limited complexity

**How you will succeed**:

- You influence change and are committed to continuous improvement, in order to exceed client expectations.
- You leverage critical thinking skills to identify problems and proactively propose solutions.
- Your strong communication skills allow you to clearly convey messages.
- You’re an effective team player who shares knowledge to support your peers.

**To join our team**:

- You have 2-3 years of experience as an Executive Assistant or in a related role.
- You have post-secondary education in Business Administration, Communication, Finance or a related discipline.
- You have highly proficient skills with the Microsoft Office Suite, including Outlook, Word, Excel and PowerPoint.
- Having experience in the insurance industry and/or co-operative sectors is an asset.
- Able to work independently as well as part of a team with flexibility for effectively coordinating processes and information across related teams
- A dynamic professional with willingness to learn and take initiative on upcoming tasks and projects

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**What you need to know**:

- Strict confidentiality with respect to employee’s personal information and other sensitive or proprietary material.
- Extended work hours may be required.

**What's in it for you?**
- A holistic approach to your well-being, with physical and mental health programs and a supportive workplace culture.
- A comprehensive total rewards package.

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

**Benefits**:

- Dental care
- Extended health care
- Life insurance
- Vision care

Schedule:

- Monday to Friday
- Overtime

Ability to commute/relocate:

- Scarborough, ON M1R 3C3: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Administrative: 3 years (required)
- Microsoft Office: 3 years (preferred)
- Management: 3 years (preferred)

Work Location: One location