Office Administrator & Executive Assistant

About the job

Position Title: Office Administrator & Executive Assistant

Reports to: Sr. Vice President, Sales & Business Development (Dotted line to all SLT Members)

Location: Canadian Head Office (95 Browns Line, Etobicoke)

Position Overview

The Office Administrator & Executive Assistant plays a key role in supporting the efficient operation of the organization. As a liaison and key point of contact, the incumbent will support the Canadian Sr. Leadership Team ("SLT") in providing personalized assistance in workload management. The incumbent is also charged with office administration for Canadian Head Office in Etobicoke, ON.

Responsibilities

Executive Assistance (65%)

• Calendar Management: responsible for scheduling and managing the SLT calendar, ensuring they stay organized and on top of their commitments.Includes maintenance of Corporate governance calendars.

• Travel Arrangements: handle travel arrangements, including booking flights, accommodations, and coordinating itineraries.

• Information Handling: manage sensitive and confidential information, including emails, documents, and data related to the SLT's work.

• Meeting Coordination: planning and organizing meetings, preparing agendas, and taking minutes.

• Scheduling, organizing and participating in SLT Meetings

• Document Production: gathering content and research, formatting, proofreading and editing, creating slides (or other document types), maintain versions (version control), production and distribution, technical support for SLT presentations, client support, other projects as assigned

• Routing documents for signature and approval.

• Communication Liaison: serve as a liaison between the executive and other staff members, clients, and external partners, helping to streamline communication.

• Budget Administration: Oversees the approval of department expenses, including the review of employee expense claims for accuracy and adherence to policy on behalf of the SLT.

• Organize and coordinate any offside meetings/events/conferences and coordinate logistics for these events while staying within budget.

• Special project work, as assigned.

Office Administration (10%)

• Administrative Support: responsible for general administrative tasks, such as managing office supplies, equipment, and facilities, to ensure a well-functioning work environment.

• Communication: handle incoming and outgoing communications, such as answering phone calls, emails, and directing inquiries to the appropriate staff.

• Scheduling and Coordination: schedule meetings, appointments, and conferences, and coordinate logistics for these events.

• Record-Keeping: Maintain records and files, including employee and client information, invoices, and other documents.

• Facilities requests: act as a point of contact for employees to report facility-related issues; receive and log maintenance requests and ensure they are addressed promptly.

• Maintenance and distribution of Branch Contact List document

• Other duties, as assigned.

Other (HR Duties) (25%)

• In charge of Service awards - on monthly basis send out pins, cards and plaques to branches that have employees celebrating service milestones

• Create PowerPoint presentations for Communications and Operations with Milestone Celebrations

• On a quarterly basis - order plaques from our vendor

• On an annual basis - create a list for next year of all employees celebrating a milestone anniversary

• Order pins and cards from our vendor

• Work with finance on the budget.

• As required, review and approve the invoices from our vendor.If there's a discrepancy, work it out with the vendor and ensure that a credit has been issued.

• Ensure that the invoices are send to AP for prompt payment

• As required, communicate with the vendor and employees if there's an issue with ordering gifts (request for a lost Card to be reissued or if an item is no longer available work with the vendor and employees to offer substitutes or a reorder).

• In charge of Make-It-Matter Awards - on a quarterly basis meet with the rest of the committee and go through the nominations for Make-It-Matter awards.

• Create certificates for all nominees and email the certificates to the nominees as well as their supervisors and HR Business Partners

• Prepare the list of winners for the Quarterly Townhall

• Send the list to the vendor.

Qualifications

Position Qualifications & Competencies

• 5-7 years' years of experience in support of C-suite executive teams, administration, business administration
• Organizational Skills: Exceptional organizational abilities, including calendar management and task prioritization, are crucial.
• Communication: Strong written and verbal communication skills are essential for effectively interacting with executives, team members, and external contacts.
• Discretion: Executive Assistants often handle confidential information and must maintain a high degree of discretion and professionalism.
• Technology Proficiency: Proficiency in office software (e.g., Microsoft Office, Google Workspace) and familiarity with scheduling and communication tools is necessary.
• Multitasking: The ability to manage multiple tasks and priorities simultaneously is a key requirement.
• Problem-Solving: Quick thinking and adaptability to address unexpected issues and changes in plans.
• Attention to Detail: A high level of accuracy in document preparation and data management is important.
• Initiative: Proactive and self-motivated individuals who can take on tasks without constant supervision are often preferred.
• Interpersonal Skills: Building and maintaining positive working relationships with executives, colleagues, and external contacts is important.
• Travel Coordination: with travel planning, booking, and itinerary management
• Bilingualism (English/French) is an asset