Executive Administrative Assistant

Found in: Talent CA C2 - 7 days ago

Toronto, Canada LyfeDesign Full time

LyfeDesign.com is seeking a reliable and organized Executive Administrative Assistant to join a growing vibrant company in Toronto / Canada within the Retail & Hospitality sector. The ideal candidate will be responsible for providing administrative support to ensure efficient operation of the day-to-day business. The Executive Administrative Assistant will support the efficient functioning of executives, senior managers and managers through a variety of tasks related to organization and communication. This role requires excellent communication skills, attention to detail, and the ability to multitask in a fast-paced environment.

Responsibilities:

  • Answer and direct phone calls in a polite and professional manner.
  • Screen and prioritize incoming calls, emails, and correspondence.
  • Organize and schedule appointments, meetings, and conferences.
  • Prepare meeting agendas, documents, and presentations as needed.
  • Take meeting minutes and distribute them to attendees.
  • Organize and issue purchase orders and keep track of complex inventory.
  • Produce and distribute correspondence memos, letters, and forms.
  • Assist management in the preparation of regularly scheduled reports.
  • Develop and maintain a filing system, both electronic and physical.
  • Order office supplies and maintain inventory levels.
  • Arrange travel itineraries, accommodations, and transportation for business trips.
  • Ensure all travel plans align with the executive's schedule and preferences.
  • Handle visa applications, expense reports, and reimbursements related to travel.
  • Provide general support to visitors.
  • Act as the point of contact for internal and external clients.
  • Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.
  • Handle confidential matters with discretion and professionalism.
  • Collaborate with the executive team to understand the objectives, scope, and timeline of the projects.
  • Project execution.
  • Office coordination and set up of systems, vendors and any other requirements to successfully run the office.
  • Conduct research, gather information, and perform initial analysis to inform project planning.
  • Develop a project plan outlining goals, milestones, tasks, and resources required.
  • Monitor progress, track project tasks, and provide regular updates to the executive. 
  • Coordinate meetings, or other activities necessary for project execution.
  • Establish communication channels and protocols to ensure effective collaboration and reporting throughout the project lifecycle.
  • Address any issues or obstacles that arise during project implementation and take proactive measures to resolve them.
  • Conduct regular reviews and assessments to measure progress against project objectives and targets.
  • Monitor budgetary expenditures and resource utilization to ensure adherence to project constraints.
  • Identify deviations from the project plan and take corrective actions as needed to realign efforts and resources.
  • Document and communicate changes to the project scope, schedule, or budget as they occur. 
  • Prepare project closure reports summarizing achievements, lessons learned, and recommendations for future improvements.

Requirements:

  • Maintain strict confidentiality of sensitive information and documents.
  • Proven experience as an executive administrative assistant.
  • Knowledge of office management systems and procedures.
  • Proficiency in MS Office (MS Excel and MS Word, in particular).
  • Excellent time management skills and the ability to prioritize work.
  • Attention to detail and problem-solving skills.
  • Ability to work independently and as part of a team.
  • Excellent written and verbal communication skills.
  • Strong organizational skills with the ability to multitask.
  • Fluent in the English language, other languages desirable.
  • Understanding that this position may require occasional overtime and flexibility in working hours.

This company is an equal opportunity employer. Candidates are shortlisted and employed based on their individual qualifications and not on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

You are tired of searching for the job of your dream, LyfeDesign.com is here to help We offer a dynamic & personalized recruitment service & with our team of dedicated & talented enthusiasts, we ensure to find the perfect match for any personality.

Visit at www.lyfedesign.com today & take your career one step ahead 



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