Executive Coordinator

7 hours ago

Burlington, Canada Duke Full time

About Us

Duke is a smart staffing solutions provider offering customizable staffing and HR solutions to our clients. Through innovation and integrity, Duke has been providing highly-skilled professionals to the shipbuilding and oil & gas industries for over twenty years.

We have earned our reputation as a first-class staffing solutions firm, continually meeting and exceeding the expectations of our clients, by taking the time to build a relationship with them and becoming a valued partner in their continued business success plans.


Overview:

We are seeking a detail-oriented Executive Coordinator and Payroll Administrator to join our team for a maternity leave coverage. The Executive Coordinator and payroll administrator play a pivotal role in supporting senior leaders at Duke and manages the payroll process within the organization. The role involves collaborating with various stakeholders to ensure accurate and timely payroll processing while providing comprehensive administrative support.


Key Roles and Responsibilities:

Payroll Administration

  • Oversee the end-to-end payroll process, including but not limited to collecting timesheets, verifying attendance, calculating wages, and ensuring timely payments.
  • Support the CFO with the maintenance and accurate records of employee information, salary changes, deductions, and tax withholdings.
  • Address payroll-related inquiries and discrepancies in a timely and professional manner

Executive Support

  • Assist senior leadership with administrative tasks such as scheduling meetings, arranging travel and managing correspondence.
  • Act as the liaison between senior leaders and internal/external stakeholders, ensuring effective communication and coordination.
  • Support President with special projects and tasks as required.

Coordination and Communication

  • Coordinate closely with the CFO, to ensure seamless payroll processing.
  • Coordinate the development, finalization, and release of the weekly items of interest report.

General Office Duties

  • Handle incoming calls, inquiries, and requests, redirecting them appropriately or addressing them as needed.
  • Purchasing of office supplies and equipment
  • Management of office supplies (stationary, equipment, toiletries)
  • Coordination of office enhancements and landlord approvals

Administration Assistance

  • Provide administrative support to the office staff, including managing calendars, organizing files and handling documentation.
  • Trade Shows Administration (exhibitor registrations, etc.
  • Assist in drafting and proofreading correspondence, reports, and other documents.
  • Manage travel arrangements/bookings for office staff required to travel.
  • Assist Management with ad hoc duties and special projects

Requirements

  • Secondary School Diploma required.
  • 2-3 years' experience as an Executive Coordinator and Payroll Administrator, or relevant role, considered an asset.
  • Advanced working knowledge of Excel
  • Proficient use of various office based software including Outlook, PowerPoint, Word

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