Executive Assistant

Summary

The Executive Assistant is responsible for the coordination of activities (operations and planning), as well as ensuring the timely flow of information to and from the executive office. The position also handles details of a highly confidential and critical nature and is required to function efficiently and effectively in a fast-paced professional environment. The Executive Assistant must also independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communication from both internal and external sources, as well as organize and maintain administrative processes.

Responsibilities

• • Maintain a working knowledge of the general business operations.
• • Organize and manage the calendar of the Chief Executive Officer by scheduling appointments, meetings, engagements, and daily activities, including running personal errands and supporting personal/family-related activities, as required.
• • Provide administrative support, ensuring the efficient flow of correspondence in and out of the office, as well as securing and maintaining general correspondence relating to the business of the company.
• • Prepare executive responses to routine letters and other correspondence.
• • Set up meetings and arrange functions for the Chief Executive Officer and communicate notice accordingly.
• • Arrange travel, itineraries and accommodation for the Chief Executive Officer and other members of the team, as approved.
• • Manage special projects.
• • Note taking.
• • Provide support for HR administrative duties including use of the HR system
• • Support the organization and execution of staff group activities, e.g., Employee Appreciation events.
• • Manage team engagement activities (e.g., Birthday Club).
• • Prepare reports.
• • Manage leave roster.
• • Develop and maintain filing system.
• • Provide administrative support to the Chief Operations Officer and Executive Team.
• • Any other reasonable duties assigned by the Chief Executive Officer/Chief Operations Officer.

Required Skills

• • Excellent written and oral skills
• • Strong leadership skills, as well as the ability to work cooperatively and effectively within a team and the company, as a whole
• • Strong organizational and time management skills
• • Ability to multitask and prioritize daily workload. Possess flexibility and adaptability to manage changing work requirements and varying volumes of work
• • Discretion and confidentiality
• • Even temperament and attitude
• • Accuracy and attention to detail
• • Able to use initiative and work unsupervised

Qualifications

• • Minimum – Certified Administrative Professional/Certified Professional Secretary/Certificate in Business Administration, PR or Marketing
• • 1-3 years’ experience in an administrative position would be an asset.

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