Executive Assistant to CEO

3 days ago

Kitchener, Canada Schlegel Villages Inc. Full time

We have a rare and exciting opportunity for an Executive Assistant to join our team

**YOU WILL BE RESPONSIBLE FOR**:
**Executive Support**
- Manage schedule including personal appointments
- Manage contacts
- Prioritize conflicting needs, handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures
- Schedule and organize meetings, conference calls, and travel
- Utilize a high degree of negotiation and organization across multiple calendars
- Maintain and organize the office of the Executive
- Minute taking for board meetings

**Correspondence Management**
- Support concerns from team members/residents/family members
- Redirect cold calls to appropriate leader
- Prepare transmittals and submissions
- Review invoices for approval and submit for processing
- Sort incoming and outgoing mail
- Liaise with internal team and external consultants
- Create and maintain relationships, respond to inquiries
- Represent RBJ Schlegel in a professional and courteous manner

**Administrative Support**
- Coordinate and manage special projects, assignments, and other duties as required
- Coordinate and oversee annual reception
- Prepare and submit benefit claims for Executive and family
- Prepare and submit monthly expenses for Executive
- Assist other members of the administrative team as required on a ‘one-off’ basis
- Help to facilitate communication between RBJ divisions

**Information Management**
- Maintenance of Electronic Filing system on central server, retaining paper-based system when necessary
- Manage the flow of information and organize into electronic filing system
- Retrieve files as required and refile

**THE SUCCESSFUL APPLICANT WILL HAVE/BE**:

- 5+ years experience as an Executive Administrative Assistant
- A Business-related degree/diploma and/or has an equivalent combination of education and experience
- Advanced MS Office skills (including Outlook, Word, Excel and Powerpoint)
- Mature, honest, dependable, and highly motivated person
- Able to keep information confidential as required
- Good communication, interpersonal and organizational skills
- Able to work independently and prioritize competing workload demands
- A high level of independent thinking and decision-making

**Note: This position is located 100% onsite at the RBJ Schlegel Offices in Kitchener.**

**How Schlegel Villages supports our Team Members**:

- Benefits and access to our Employee Family Assistance Program
- Team appreciation events
- Retirement Savings

**At Schlegel Villages you can be YOU while being part of OUR Family.**

Schlegel Villages is pleased to accommodate individual needs in accordance with the Accessibility of Ontarians with Disabilities Act, 2005 (AODA), within our recruitment process. If you require accommodation at any time throughout the recruitment process, please speak with the hiring leader

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