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Administrative Assistant

2 weeks ago

North York, Canada Alendel Fabrics Ltd. Full time

**Summary**

The Administrative Assistant (AA) provides high-level administrative support to the Chief Executive Officer (CEO) and assists in key organizational tasks to ensure smooth daily operations. This in-office role includes scheduling, communication, meeting coordination, administrative projects, and executive support.

The AA is expected to be highly organized, proactive, and collaborative, managing responsibilities efficiently to support the CEO and the organization. Additionally, this role involves liaising with different departments and assisting with special projects as needed.

**Key Responsibilities**

**1. Administrative Support**
- Provide high-level administrative support to the CEO and assist with leadership initiatives.
- Maintain confidential records, documents, and correspondence.
- Assist the CEO with credit card expense receipts, documentation, and processing of monthly expenses.
- Ensure timely follow-ups on pending tasks and projects assigned by the CEO.

**2. Calendar & Scheduling Management**
- Manage the CEO’s daily, weekly, and monthly schedules, prioritizing appointments efficiently.
- Schedule and coordinate internal and external meetings, including conference calls and virtual sessions.
- Track and resolve scheduling conflicts proactively to ensure smooth workflow.
- Prepare and share the CEO’s weekly schedule with the leadership team to ensure visibility and alignment.

**3. Communication & Client Interaction**
- Act as the primary point of contact for internal and external inquiries directed to the CEO.
- Ensure professional handling of all communications, maintaining confidentiality and accuracy.
- Answer and direct incoming calls, ensuring inquiries reach the appropriate person.
- Greet and coordinate visitors, clients, and vendors, ensuring a professional and welcoming experience.

**4. Meeting Preparation & Follow-Ups**
- Prepare agendas, reports, and briefing documents for leadership and Board meetings.
- Take meeting minutes when required, distribute action points, and track follow-ups to ensure accountability.
- Coordinate CEO’s travel arrangements and logistics for off-site meetings, conferences, and business trips, ensuring smooth execution and itinerary management.
- Assist in organizing company-wide events, town halls, and executive off-site meetings.

5. **Office & Workplace Coordination**
- Maintain smooth office operations, ensuring an organized and efficient work environment.
- Assist in managing office supplies, equipment, and workspace logistics.
- Track and update key company events, planned absences, and leadership commitments to ensure operational continuity.
- Support Senior Leadership with document preparation, data entry, and record-keeping as needed.

**6. Project Coordination & Special Assignments**
- Support the CEO and Senior Leadership Team with strategic projects and initiatives.
- Conduct basic research, data collection, and report compilation for executive decision-making.
- Provide support for Board and Leadership meetings, coordinating accommodations and logistics.

Pay: $50,000.00-$60,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Life insurance
- Paid time off
- Vision care

Schedule:

- 8 hour shift
- Monday to Friday

**Experience**:

- Administrative Assistant: 2 years (required)

Work Location: In person

Application deadline: 2025-05-16
Expected start date: 2025-06-02