Executive Assistant

ABOUT ELLEMENT

Ellement Consulting Group Limited Partnership (Ellement) is a national provider of integrated retirement, benefit, actuarial, and investment consulting, as well as administration services for retirement and benefit programs, and retirement and benefit software solutions for internally administered organizations.

Our mission is to design, implement, and manage employee benefit programs for individuals and institutions to provide economic security at a reasonable and affordable cost.

We currently have a great opportunity for a Executive Assistant to join our team in the Ottawa Office.

Position Summary
The Executive Assistant is responsible for performing a range of administrative support functions for the Consulting and Business Development Team, and may receive direction from all levels of management. The Executive Assistant will work collaboratively with the Member Services Team and will maintain relationships with clients and trustees.

**Role and Responsbilities**:

- Greet plan members and Trustees (back-up to a receptionist)
- Format and distribute agendas to Boards of Trustees prior to scheduled meetings
- Prepare Trustee meeting packages by scanning, converting to PDF and assembling materials
- Provide full scope of administrative support to the Consulting team across the Company
- Format routine correspondence as directed
- Maintain paper and electronic file systems for the Executive and Consulting teams, ensuring an efficient and reliable system is in place for retrieval of documents and information
- Make hotel arrangements for staff members and Trustees and issues confirmation notices
- Coordinate parking for on-site Board of Trustee meetings
- Compile and distribute monthly reporters for all Trust Fund clients. Monthly reporters include information on delinquent employer reporting, statement of accounts, investment information, etc.
- In consultation with Executive and Consulting teams, arrange meeting space and refreshments for Trustee meetings
- Prepare conference registrations and review Trustees’ expense claims prior to submission to Executives for approval
- Assist Executive Team with researching and preparing agenda item memos for Trustee meetings
- Maintain client contact lists and index sheets
- Organize Commissioner for Oaths testing with Legal Counsel and order stamps once completed
- Directly contact building management for any office related issues (broken windows, washrooms, maintenance and repair issues, etc.)
- Coordinate mass mailouts and validation of work orders
- Other tasks and projects as assigned to assist in the overall team effort
- Any other duties needed to help drive to our Vision, fulfill our Mission, and abide by our Organization’s Values
- Coordinate translation services
- Oversee Ottawa office mail and courier services
- Coordinate business development and client appreciation events
- Coordinate office supplies and promotional material for the Ottawa office
- Maintain client portal and board administration software
- Taking meeting minutes and distribute in timely manner to stakeholders
- Scanning and copying documents
- Coordinate archiving and recalling of documents from offsite storage

**Requirements**:

- Ability to maintain professionalism and tact while working in a dynamic team environment.
- Attention to detail and commitment to accuracy of work.
- Excellent customer service skills, including an initiative to provide comprehensive service and information in response to inquiries.
- Good organizational skills and ability to prioritize tasks, including the ability to meet company service standards and response times.
- Excellent grammatical, spelling and communication skills.
- Well-developed analytical, decision-making and problem-solving skills.
- Flexible and adaptable.
- Excellent written and interpersonal communication skills and ability to work independently as well as part of a team.
- Ability to perform multiple tasks simultaneously (e.g., communicating with callers while retrieving information from systems and summarizing inquiries for call log).
- Proficient in Microsoft Office and knowledge of standard office administration procedures.
- The ability to adhere to existing company policies and procedures.
- The ability to use tact and discretion to maintain information in the strictest of confidence.
- Bilingualism (English and French) required.