Executive Assistant

4 days ago

Dartmouth, Canada Signature Supplements Full time

**Responsibilities**:
Executive Support
- Provide administrative support to the senior leadership team, including the President and Director-level.
- Project based research and data entry.
- Prepare written communication, reports and presentations.
- Answer incoming calls promptly, politely, and successfully set appointments for executive team.

HR Administration: Recruitment & File Management
- Collaborate with hiring manager on preparing recruiting documents including role outlines, job descriptions, interview questions, and reference check questions.
- Complete reference checks and prepare offer letters.
- Prepare and send offer letters
- Maintain employee files with strong documentation practices in both electronic and hard-copy systems.
- Generate HR activity reports, including attendance and recruiting statistics (e.g., new hires, department turnover).
- Manage and record employee training records.

Accounts Receivable & Accounts Payable
- Process customer payments via e-transfer, credit card, cheque.
- Maintain customer payment methods and account agreements.
- Handle collections and provide monthly reports on accounts in arrears.
- Entering Invoices and verifying PO received.
- File invoices and ensure proper documentation.
- Entering Shipping invoices and verifying charges to ensure accuracy.
- Manage exchange rates and currency for USD invoices.
- Ensure vendor invoicing is accurate.
- Weekly payables review and issuing electronic payments.

Requirements and Attributes:

- Bachelor’s degree, college diploma or equivalent experience
- 3 years of experience in office administration or business operations
- Effective administration and interpersonal skills and experience working in a leadership support function
- Ability to handle confidential information
- Excellent written and verbal communication skills
- Strong problem-solving skills
- Meticulous attention to detail
- Experience with data analysis, preparation of presentations, and proofreading or editing text
- Possess a professional demeanor and respect to ensure diversity and inclusion is promoted

This is a full time (40 hours/week) opportunity that offers a starting wage of $22 - $26/hour depending on years of experience. Hours are 9am - 5pm with two (2) weeks’ vacation per year along with personal days, health benefits after three months and group savings.

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

Pay: $22.00-$26.00 per hour

**Benefits**:

- Casual dress
- Dental care
- Extended health care
- On-site parking
- Paid time off
- RRSP match

Flexible language requirement:

- French not required

Schedule:

- 8 hour shift

Application question(s):

- Do you currently live in the HRM and are you able to reliably commute to our Burnside location?

**Experience**:

- Administrative: 3 years (preferred)

Work Location: In person

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