Executive Assistant

Job Summary

Now, if you were to come on board as one of our Executive Assistant, we'd ask you to do the following for us:

• Maintain Executive's schedule and prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements
• Coordinate high attendance meetings, events, conferences, teleconferences and provincial/international travel (catering, booking venues, negotiating contracts, coordinating invitees etc.)
• Act as a liaison and support leadership teams by attending meetings in the Executive's absence and deliver/receive messages on Executive's behalf
• Manage communication between Executive and associates, liaise with internal and external executives on various projects
• Oversee all incoming and outgoing communications, reports, internal correspondences, emails and phone calls
• Keep the Executive informed on status of team projects and other useful information related to day-to-day operations
• Use various software such as word processing spreadsheets, databases and presentation tools
• Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
• Provide historical reference, guidance, and recommendations by developing and utilizing filing and retrieval systems and recording meeting discussions
• Maintain customer confidence and protect operations by keeping information confidential
• Prepare reports by collecting and analyzing information
• Complete projects by assigning work to administrative staff and following up on results
• Secure information by completing database backups
• Maintain and verify office supplies inventory
• Prepare and distribute correspondence and process invoices and expense reports
• Maintain a high degree of discretion and confidentiality with sensitive information
• Ad hoc assignments as required

Think you have what it takes to be our Executive Assistants? We're committed to hiring the best talent for the role. Here's how we'll know you'll be successful in the role.

• 5+ years of professional office administrative experience supporting an Executive
• Post-secondary education in Office Administration is an asset
• Highly developed administrative and organizational skills
• Ability to handle multiple priorities, work under pressure and adapt quickly to unforeseen situations and events
• Excellent Microsoft Office Skills, specifically with Word, Outlook, Excel and PowerPoint
• Excellent and effective communication skills with all levels of staff, the public, field management and clients
• Self-motivated and able to work under minimal supervision