Executive Assistant

**About Us**

Clearoute Inc. is a professional services company that helps businesses grow through various offerings, including branding, marketing, web development, and consulting. We have been in the industry for over 25 years, establishing ourselves as a trusted growth partner. We pride ourselves on innovative solutioning, effective communication, and rigorous planning to ensure our client's requirements are met in a timely and effective manner.

We believe a great business starts with its people. We prioritize our employees' growth and learning, providing them significant exposure to a wide range of industries and allowing them flexibility within their role to focus on what they are passionate about and can be the most successful in.

**About You**

We are looking to hire an Executive Assistant to join our team on a full-time basis. This is an in-person role, with the possibility of hybrid arrangements. You must be able to commute to our office in Thornhill.

To be successful in this role, you must be self motivated, well organized, have a keen eye for details, have great interpersonal skills, and be effective in verbal and oral communication. Most of all, you must be a driven individual who is seeking to excel and contribute meaningfully to achieve personal and organizational growth.

**Responsibilities**
- Provide a full range of administrative assistance, managing an active calendar, providing initial response to issues, or redirecting to others, liaising with offices of executives internally and externally, photocopying, filing, and reviewing correspondence
- Compile and complete monthly credit card and cash expense claims and invoices
- Prepare, format, and edit letters, memos, reports, meeting materials, and presentations, from draft to presentation ready
- Develop and maintain strong relationships with other leaders and stakeholders to ensure effective communication and optimum support to the leadership team
- Effectively manage and resolve conflicting priorities and negotiate workable time frames with other stakeholders
- Prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion
- Anticipate needs, changes, and rearranges meetings as appropriate to ensure the resolution of all conflicting requests
- Coordinate and make all arrangements for on-site and off-site meetings and events including logistics (e.g., communication, location, meals, equipment, materials, RSVPs, travel)
- Maintain a list of tasks ordered by priority, and assign those tasks to the correct resources to increase efficiency and productivity
- Welcome guests, answer questions, and take phone calls
- Organizing internal and external events
- Follow up on pending tasks and ensure that timelines are being maintained
- Establish and maintain communication channels with internal and external stakeholders
- Develop documentation and procedures (e.g. org chart, training documents, standard operating procedures, etc.)
- Print, organize and maintain paperwork
- Enter information into company software, ensure it is always up to date, and share it with the correct parties
- Assist in the HR recruitment and support (e.g. gathering requirements, preparing job descriptions, etc.)
- Assist in onboarding and offboarding of clients, partners and new members of the team including
- Assist with the development and implementation of corporate marketing projects and campaigns across a variety of mediums
- Update various websites with content and digital assets
- Assist in managing national sponsorships and tradeshows, including coordination of event marketing activities
- Other marketing duties as required
- Lead and manage smaller projects, delivering expected outcomes on-time and within scope
- Manage marketing communications to various internal and external audiences as required
- Support coverage of the marketing inquiries received through the Marketing inbox, responding to requests in a timely matter
- Maintain inventory of marketing materials and supplies, as well as general organization of department and shared materials and resources
- Process invoices according to proper procedures, securing approvals and ensuring that correct ledgers are assigned to track expenses
- Other duties as assigned to support the various functions of the Marketing team

**Job Requirements**

Essential:

- Completed post-secondary education (preferably in Business, Marketing, Administration, or a related field)
- At least 2 years of administrative experience in a professional and fast-paced environment
- At least 1 years of experience supporting a senior executive
- Ability to deal with highly confidential information; diplomacy, conciliation and discretion
- Demonstrated aptitude to prioritize tasks based on importance and urgency
- Demonstrated communication and active listening skills
- Proficient in Microsoft Office Suite
- Proficient in Google Workspace

Preferred:

- Experience in HR, Mar