Executive Administrative Assistant



Job Description:Position Summary: As the Executive Assistant you will have solid experience working in a fast-paced professional environment supporting senior executive(s). Acting as first point of contact for the President, you are adept at working effectively with a wide variety of stakeholders inside and outside of the organization with tact, diplomacy and a high level of confidentiality. The ideal individual will have above average time management skills and the ability to prioritize and re-prioritize as new tasks are received and interruptions occur. Talented at working under pressure with multiple tasks on the go, shifting timelines and priorities, the ability to remain calm in stressful situations is critical. Responsibilities:Ownership of the President’s calendar; including booking, rescheduling and juggling a busy and full calendarAbility to review in advance conflicts, planning weeks and months in advance, always staying on top of a detailed scheduleAbility to anticipate the needs of the President on all administrative tasksResponsible for booking all travel, including air, train and hotels according to the President’s preferencesAccountable for the President’s expense reports including receipt management, calculations of expenses and paymentsOwnership of gift management; including ad-hoc requests for selecting gifts and flowers and ensuring that they are delivered on time and to the right address with an appropriate notePerform basic administrative tasks such as photocopying, scanning and filingReceive, direct and relay telephone messagesPrepare weekly reports, agendas and presentationsLiaise with individuals and groups inside and outside of the company on behalf of the executivesOrganize services for events such as facilities, catering, signage, displays, audio-visual equipment, gifts, special needs requirements, printing and event securityEfficiently manage and promptly respond to all incoming enquiries/requests for information independently or re-direct to the appropriate person/areaConsistently exercise discretion in managing correspondence, information and all matters of confidentiality; escalate issues where appropriateAssist with various projects assigned from time to time Experience and behaviours required:Ability to stay calm and friendly under pressureMasterful at managing multiple priorities and changing prioritiesStrong communication skills; the ability to think ahead and proact vs only reactNot afraid to ask for help when requiredCommitted to building strong relationships internally and with key external stakeholders2 years previous administration experienceVery strong organizational skillsConfident and enthusiastic about being in a support rolePolished and professionalPays close attention to detail, ensuring all documentation, spelling, grammar and other information is accurateStrong listening and processing skills; able to stay focused and “in the moment”Excellent follow-up skills Job Type: Full-time, Permanent Salary: $50,000.00 to $55,000.00 /year

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