Executive/Personal Assistant, 

We are seeking an energetic, creative, motivated individual for the position of a Permanent- Full Time Executive/Personal Assistant  to provide confidential administrative support, primarily to two Executive Directors. This position will be located in our central Toronto office.

Responsibilities:

• Work in close partnership with the Executive Directors to provide secretarial and administrative confidential support with any business related matters or regarding any personal matters.
• Prepare and draft documents, spreadsheets, contracts, expense reports and all other support as required.
• Schedule meetings, organize agendas, record minutes at Management meetings, staff meetings and other meetings as required. Meet and greet visitors at all levels of seniority.
• Maintain proper records and minutes of all business transactions resulting from activities of the Board of Directors and selected Board Committees.
• Maintain individual confidential files for all Board of Directors.
• Coordinate the preparation of meetings and events both for private and business functions.
• Maintain an effective filing system of executive materials, and any Board files.
• Maintain positive relationships with staff members and Board members which are conducive to open communication and mutual support.
• Ensure the upmost confidentiality regarding personal and business matters and secure and safeguard documentation that is transmitted for the organization.
• Work in partnership and cooperation with all members of the Management Team screening telephone calls, enquiries and requests, and handling them when appropriate; organising and maintaining diaries and making appointments.
• Organize, and ship incoming and outgoing mail, incoming email and often correspond on behalf of the Directors.
• Create briefing papers, reports and presentations as required.
• Organize, prepare and attend meetings and/or events when required.
• Liaise with clients, suppliers and other staff.
• Devise and maintain office systems, including data management, and filing, etc.
• Arranging travel and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations

Qualifications:

• Bachelors Degree in Business (or equivalent) plus a minimum of 5 years experience in an Executive Assistant position
• Demonstrated superior computer proficiency in; databases, internet and e-mail fundamentals, Microsoft Word, Publisher, Power Point, and Excel.
• Solid and effective interpersonal and communication skills (including oral, written and visual)
• Strong organizational and time management skills; the ability to multi-task and meet deadlines.
• Accuracy and attention to detail is a must.
• Ability to establish and maintain effective working relationships internally and externally with staff, management, suppliers, partners and external stakeholders.
• Demonstrated sound judgment and the ability to be decisive in crisis situations.
• Demonstrated independent thinking, initiative and creativity.
• Ability to function successfully both independently and within a team.
• Demonstrated professional appearance and conduct.
• Ability to work flexible hours (evenings, weekends) as required
• Valid Ontario Drivers license, valid insurance and access to a reliable vehicle.
• Travel required in Toronto area.

Interested applicants should send a detailed resume AND salary expectations by November 15, 2009 to:

hr34@live.com