Executive Assistant to VP

2 weeks ago

Markham, Ontario, Canada Trademark Industries Canada Full time

Executive Assistant

Trademark Industries Inc. is seeking a candidate to join our team as an Executive Assistant. This role is responsible for providing support to the Vice President.

Trademark Industries is a fast paced exciting work environment and the successful candidate will have strong organization and communication skills.

We are looking for a team player who will be adaptable and able to work within tight deadlines. The ideal candidate is someone who thrives under pressure, maintains strict confidentiality, and brings structure to shifting priorities.

Responsibilities:

  • Serve as the primary point of contact between executive and internal teams and clients.
  • Manage, monitor and triage all incoming communications (email, calls, messages), ensuring timely and appropriate responses
  • Draft, edit, and prepare professional correspondence, and presentations
  • Coordinate complex calendars, meetings, and shifting schedules
  • Proactively flag conflicts, deadlines, and priority issues before they become problems
  • Arrange domestic and international travel, accommodations, and detailed itineraries for multiple executives
  • Receive and interact with incoming visitors.
  • Assist with scheduling and coordinating meetings.
  • Prepare reports
  • Manage Expenses
  • Implement company policies
  • Liaise with internal staff as required
  • Set up meeting room/lunch and refreshments for meetings as required.
  • Manage personal duties as required.

Qualifications:

  • Exceptional time management, organization, and prioritization skills
  • Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
  • Excellent written and verbal communication skills with strong attention to detail
  • Very strong typing and transcription skills (80+ WPM; dictation required)
  • Ability to work calmly and efficiently in a high-pressure, fast-paced environment
  • Proven ability to maintain discretion and confidentiality
  • Bilingualism is an asset
  • Professional verbal and written communication skills.
  • Bilingualism is an asset

Requirements

  • Reliable vehicle with a valid G driver's license
  • Availability to work Sundays and overtime as requested

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