Executive Assistant to CEO

Beta-Calco is a fast-growing manufacturer of high-quality, performance, architectural/commercial lighting products. With customer-focused technology, exceptional after-sales service, a twenty-year track record of constant product innovation, and vertically integrated manufacturing in Toronto, we continue to execute our growth strategy. We are a third-generation family-owned business with a modern, flat organizational structure offering solid opportunities for career advancement.

**Note **: This role is full-time in the office, and offers a competitive salary with an annual bonus

**Essential Duties and Responsibilities**:

- Accurately manage and coordinate a complex and detailed calendar of meetings, events and contacts
- Managing executives' personal and business calendars.
- Attend meetings with CEO, take notes, allocate out tasks to the management team members and track completion of tasks.
- Preparing for board meetings, which includes drafting agendas, gathering and printing all necessary documents, and organizing refreshments.
- Performing personal errands for the executives as required (organizing lunch, paying bills, taxes, and etc.)
- Spend time and become familiar with all aspects of business and residence
- Coordinate and manage vendors and contractors at office and/or residence.
- Manage and log incoming scheduling requests, reschedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts.
- Track CEO’s tasks and projects to ensure appropriate prioritization of projects, maintaining an awareness of high-level schedules, deadlines and key deliverables
- Draft and proof read a range of internal and external correspondence on behalf of the CEO
- Prepare travel schedules, book travel arrangements, and make business and personal reservations for the CEO
- Track and reconcile monthly credit card statements and complete and submit expense reports in a timely manner.
- Coordinate onsite and offsite events including location, logistics, communication to participants
- Maintaining the current filing and database system and looking for ways to improve existing systems.
- Be available and able to work flexible work hours with occasional long days which may include holidays, weekends and occasional travel.
- Ability to travel (Valid Driver's license and own vehicle required)

**Qualifications**:

- Completed post-secondary education
- 5 years minimum of demonstrated experience supporting a senior level executive
- Intermediate to advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, OneNote)
- Impeccable organizational, scheduling, and time management skills, with an ability to manage multiple demands, prioritize and complete tasks, be flexible and adaptable to change, and perform efficiently under tight deadlines
- Outstanding interpersonal skills and an ability to establish strong relationships with all levels of the organization as well as build relationships with outside resources
- Good judgment and proven ability to maintain confidentiality and discretion in handling sensitive information
- Ability to work on business and personal items interchangeably
- Must be able to complete tasks thoroughly and accurately, sometimes with little direction
- Ability to resolve complex administrative problems independently and perform tasks that are diverse and advanced
- Creative problem solver, and a can-do attitude
- Previous experience handling travel arrangements
- Valid driver’s license for business purposes

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

**Benefits**:

- Casual dress
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Schedule:

- 8 hour shift
- Day shift
- Morning shift
- Weekend availability

Supplemental pay types:

- Bonus pay
- Overtime pay

Ability to commute/relocate:

- North York, ON: reliably commute or plan to relocate before starting work (required)

Application question(s):
**Experience**:

- C-suite level Assistant: 5 years (required)

Licence/Certification:

- Class G Licence (required)