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Executive Administrative Assistant

2 months ago

Vaughan, Canada ET Transport Full time

COMPANY DESCRIPTION

At ET Transport, it is our mission to provide customers with reliable transportation solutions custom-tailored to their unique needs. ET Transport has two main terminals with warehousing facilities and two additional drop-yards.


POSITION DESCRIPTION

Reporting directly to the Chief Operations Officer (COO), the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the COO. The Executive Assistant must be creative and enjoy working within a medium, entrepreneurial environment that is mission-driven, results-oriented, collaborative and fast moving.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.


The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.


KEY RESPONSIBILITIES

  • Completes a broad variety of administrative tasks for the COO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is at times sensitive and confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Plans, coordinates and ensures the COO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the COO's time and office.
  • Communicates directly, and on behalf of the COO, sponsors, and others, on matters related to COO's programmatic initiatives.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the COO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the COO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Works closely and effectively with the COO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the COO updated.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the COO's ability to effectively lead the organization.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Maintains discretion and confidentiality in relationships in all matters.
  • Other Executive Support duties as required.


QUALIFICATIONS:

  • Bachelor's degree or equivalent.
  • Strong work tenure: 2 or more years of experience supporting a C level executive.
  • Is sensitive to the communication levels required by varied audiences, and is able to adapt accordingly.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Very strong interpersonal skills and the ability to build relationships with internal and external stakeholders.
  • Knowledge of, and experience in meeting, event, document and budget management.
  • Advanced proficiency levels with the Microsoft Office Suite (e.g. Word, Excel, PowerPoint, Outlook).
  • Adaptability to changing or evolving policies and priorities as well as the ability to meet tight deadlines.
  • Ability to work independently with minimal direction.
  • Ability to draft emails, memos, letters, minutes, etc. with utmost attention to accuracy.
  • Focused on quality assurance and detail oriented.
  • Ability to gather, understand, process and summarize information.
  • Capacity to collaborate effectively with others while promoting cooperation and partnerships between individuals and groups.
  • Ability to effectively communicate by articulating and conveying ideas/information clearly, and to listen effectively in order to respond appropriately to various requests.
  • Cross border Transportation experience is a plus


Equal Employment Opportunity

ET Transport strongly supports equal employment opportunity for all applicants regardless of race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, sexual orientation, genetic information, or any other characteristic protected by provincial or federal law.


Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process. If accommodation is needed in the application process, please contact us and we will work with you to meet your accessibility needs.


We encourage all qualified applicants to apply, however only those selected for further consideration will be contacted. Thank you for your interest in ET Transport


Job Type: Full-time


Benefits:

  • Dental care
  • Extended health care
  • Vision care


Schedule:

  • Monday to Friday
  • Work Location: In person