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Executive Assistant

2 weeks ago

Markham, Canada Pacific Smoke Full time

**About Us**:
Pacific Smoke International is Canada’s leading distributor of electronic vaporizers and manufacturer of award-winning e-liquids. Our goal is to empower people nationwide to quit smoking and make the switch to a safer alternative to combustible cigarettes. We are a young, thriving company, located in Markham and we are seeking a passionate and organized Executive Assistant to join our dynamic PSI team. Take part in joining an exciting career in a booming industry

The Executive Assistant is accountable for providing operational support and administration to the Executive office. The Executive Assistant anticipates and develops strategies to maintain and strengthen relationships that are vital to the mandate and the business of the Executive.

**Responsibilities**:

- Organize and coordinate executive meetings, gather inputs from relevant internal and external stakeholders, prepare meeting materials and presentations, debrief the executive on pertinent information prior to the meetings
- Write, review, proofread, edit documents, reports, and correspondences
- Develop executive presentations, consolidate and generate reports, as required
- Attend meetings, transcribe and distribute meeting minutes, and follow up on actions items to ensure deadlines are met
- Create and maintain organized recording keeping including paper and online filing systems
- Coordinate the management of a departmental budget, complete expense reports, reconcile invoices, and other related duties for the executive
- Manage business arrangements, travel plans, and reservations for the executive team. Understand business expense challenges/guidelines and monitors them in relation to travel and other areas assigned
- Prioritize conflicting needs and correspondences of the executive team, mitigate issues expediently and follow through on projects to ensure successful completion
- Effectively manage workload by defining objectives and anticipating needs to maximize the Executive’s time. Identify opportunities for improvements in process efficiencies.
- Provide clerical support and administration to strategic project management, in a professional and confidential matter, including conducting research, handling information requests, and other clerical functions.
- Assisting with the Executive personal tasks such as picking up lunch when Executives are busy with calls, booking doctors or other appointments and etc.

**Requirements**:

- Post-secondary education plus 5-7 years of providing administrative support to senior management in a fast-paced corporate environment
- Demonstrate highly developed business acumen to focus on strategic practice management and critical thinking to anticipate internal and external client needs (e.g., independently anticipate the next step in a process, prompt the client, be resourceful and one step ahead).
- Professionalism and exhibiting good judgment in representing the office of the executive.
- Executive-level communication skills (oral, verbal, and written), with the ability to structure information clearly, concisely, and logically and deal tactfully with all levels of internal and external contacts. Fluent in Mandarin would be a strong asset but not a requirement
- Demonstrate exceptional attention to detail with the ability to draw insights and provide a recommendation.
- Ability to deal with highly confidential information, diplomacy, conciliation, and discretion are all vital in this role
- Demonstrates proficient organization, planning, scheduling and time management skills with the ability to multi-task, make decisions and prioritize work.
- Good project management skills to coordinate and lead a variety of initiatives.
- “Roll-up-my-sleeves” attitude and a demonstrated ability to be highly proactive
- Adaptable when faced with change, ambiguity, and competing priorities
- Demonstrate enthusiasm for continuous learning relevant to the role
- Willingness to work periodically beyond typical business hours.
- Flexibility and willingness to travel as required

**The Rewards**:

- Competitive compensation package
- Group Benefits Program
- Awards for top performers and employee tenure
- Work for an organization that offers a great working environment as well as an opportunity for growth

**Benefits**:

- Dental care
- Paid time off

Schedule:

- 8 hour shift