Executive Assistant

4 weeks ago

Toronto, Canada Beedie Full time

Position Overview

As an Executive Assistant and Office Administrator, you’ll play a vital role in support our Executive Vice President, Eastern Canada as well as ensuring the smooth operation of the Ontario office. This dual-faceted role requires a highly organized, detail-oriented, and proactive professional capable of managing multiple tasks efficiently in a fast-paced setting. The ideal candidate will have exceptional communication skills, a strong ability to prioritize, and a readiness to handle the needs of the office and its staff.Primary responsibilities include calendar management, ownership of office maintenance, process improvement, cultivating vendor/colleague relationships, and providing exceptional client service to ensure the office is well managed on all fronts. You are incredibly pro-active, not afraid to ‘roll-up your sleeves’ and get ANY job done, and you are a master at anticipating needs and expertly navigating ambiguity. 

Key Responsibilities

Executive Assistant Manage the day-to-day schedule of the Executive Vice President, Eastern Canada and provide full support to planning and managing relationships Track all critical dates for business and personal events File management and organization in Teams, SharePoint, and Outlook Plan and manage weekly team meetings including advance preparation of agendas Prepare Executive Vice President for internal meetings, customer meetings, events and vendor/partner meetings Facilitate ad-hoc projects as needed Office Administration Collaborating with head office to maintain processes in optimizing office operations – including standardizing office protocols (where feasible) Coordinate incoming and outgoing parcel deliveries Coordinate office activities and events Assist with researching and maintaining vendor relationships to support office efficiencies and initiatives Provide front desk coverage Inventory management and assist with ordering of office supplies and kitchen needs Servicing of coffee/ice machines, office equipment, etc., liaising with appropriate vendors or individuals where support is needed Management of employee parking program Oversee the maintenance of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities Set up or clean-up of workstations/offices for new or departing employees Provide office tours to new hires Manage vendor relationships with property management cleaners, plant maintenance, dry cleaners, iron mountain and personal trainer contractors as to added tasks, concerns etc. Assist with assessing and implement in-office services that yield the following outcomes: convenience, wellness support, alignment with culture Support with coordinating employee training and development initiatives Errands as required Facilitate ad-hoc projects as assigned Travel Administration Assist with tracking of travel bookings for Toronto team members Track and update travel logistics as needed on Outlook 

Desired Skills and Experience

5+ years’ experience in an office management or administrative role Strong interpersonal skills and the ability to contribute effectively within a team environment Ability to work efficiently and without constant supervision Ability to multi-task and meet multiple objectives in short time periods Strong computer literacy including effective working skills of Microsoft Office Suite (Word, Excel and PowerPoint) Microsoft Teams, Microsoft Dynamics CRM, Outlook, and SharePoint. Exceptional time management and organizational skills Attention to detail Excellent communication skills (oral and written) Ability to identify, assess and solve problems/issues independently and proactively Strong sense of integrity, professionalism and loyalty Sense of humor Proactive, positive, and outgoing Flexible and comfortable with ambiguity Confidentiality and discretion on sensitive information Experience working in a very fast-paced environment We value your interest in Beedie. While we can only respond to shortlisted applicants, we will keep your information on file and consider you for future opportunities as they come available.

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