This is a 12-13 month maternity leave, fixed term contract.
This is NOT a "work from home" role. The successful candidate will be required to attend the office Mon-Fri, 9am to 5pm.
You will NOT be considered for this role if you do not have some Executive Assistant, Reception, Office Manager experience.
If you share our commitment to productivity, effectiveness and operational efficiency, crave meaningful work, embrace change, inspire a positive work environment and help champion quality, innovation, teamwork and service to the business. We want to speak with you!
With competitive base compensation, benefits coverage & RRSP offering and a conveniently located, relaxed work environment with added perks, we offer a unique opportunity to learn voraciously, stretch your thinking, share your knowledge and educate others. You’ll communicate and collaborate with industry professionals and cultivate winning relationships by building trust with business and our partners.
JOB BRIEF
- Is responsible for assisting with maintaining and updating all administrative documents, changes and support pertaining to company processes.
- Responsible to company executives, internal and external stakeholders for well-organized and timely handling of requests & task management.
- The ideal candidate will be well-versed in departmental procedures and policies and will be able to actively discover new ways to do the job more efficiently.
- Ensure all company administration, housekeeping & other general support activities are carried on efficiently and effectively to allow operations to function properly.
RESPONSIBILITIES
- Support 2 company executives with managing their schedules, providing accurate, organized, efficient and a high caliber of administrative support for 2-3 company executives including: calendar/schedule management, correspondence management, arranging travel and reservations, expenses and other related duties necessary to support executives as necessary.
- Be proactive, anticipate organizational & executive needs, ensuring excellent service and professionalism at every interaction.
- Plan, coordinate, and arrange organizational meeting/event logistics, catering, facility bookings. Attend meetings/events as requested. Record minutes, action items and ensure appropriate follow up occurs.
- Reception coverage: Efficiently manage and promptly respond to all incoming enquiries for information or re-direct to the appropriate person - receive, sort distribute, redirect or respond to mail, phone, email or in-person inquiries or other requests and ensure appropriate follow up action is taken where required. Monitor EA & associated email inbox and triage requests: 10-15 emails daily (most are low maintenance).
- Liaise and communicate with internal & external stakeholders, proactively prepare information in advance of events or meetings. Collect and track relevant data, research information and provide business intelligence.
- Assist with the design, coordination, planning and hosting of periodic organizational events as required. Draft, prepare, edit and format event invite letters, AGM reports, presentations, spreadsheets and other client correspondence using MS Office (i.e. Word, Excel, PowerPoint).
- Plan, coordinate and execute on day to day office administration, management & housekeeping items (in conjunction with building facilities mngt.) to ensure office is in clean & impeccable shape. Be innovative & devise ways to streamline processes. Coordinate service, repairs or replacements in the most cost-effective method ensuring a minimal carbon footprint as possible.
- Handle office supply ordering and vendor deliveries as needed - distribute mail internally, prepare packages/shipping label for mail out.
- Assist with internal asset tracking/deployment (track in excel, the deployment of laptops/mobile phones, other hardware etc.)
- Be comfortable with taking direction from multiple managers (multi point reporting), be able to prioritize and manage own workflow to ensure quality and efficiency to meet deadlines.
- Flexible in adjusting to changing work priorities. proactively address & resolve issues within own area of accountability and ensure others are informed of any matters requiring their attention.
- Ensure the smooth and adequate flow of information within the company to facilitate other business operations.
- Participate fully as a member of a team and contribute to a positive work environment, applying appropriate due diligence ensuring accuracy in promptly completing all assigned tasks.
- Assist with any other ad-hoc related duties or functions as necessary & required.
REQUIREMENTS
- A professional, mature team player with corporate EA and office manager experience, leadership skills and a “can do” attitude. Be innovative & devise ways to streamline processes.
- 2-3 years' experience as an Executive Assistant or similar role with high proficiency in working in a multi function, fast paced, sometime ambiguous environment.
- Demonstrated ownership, accountability and ability to function as a team player - Highly organized and able to manage multiple tasks and conflicting priorities under tight timeframes using problem-solving skills & "out of the box" thinking/approach.
- Proactive. Highly motivated to take initiative and do necessary work without being told. Does not allow themself to be limited by "job descriptions". Able to make sound decisions with limited direction and information.
- Excellent written/verbal communication skills, strong relationship builder, diplomacy skills tied to interpersonal effectiveness required in a fast-paced company, dealing effectively and professionally with stakeholders across various levels.
- Patient, flexible and detail oriented with an ability to communicate clearly and maintain adherence to tight schedules and deadlines.
- Proficient in MS Office suite, email systems & office/administrative software. Skilled in report generation, manipulation and providing interpretive analysis of reports.
- Demonstrated discretion, confidence and independent judgment in dealing with highly sensitive matters in a confidential/privacy focused setting .
- The candidate must possess technical proficiency with software applications and office systems as required (i.e. MS Office, Word, PowerPoint, Excel, Outlook, printers, copiers, desktops, laptops, mobile etc.)
- Bachelor’s degree in a related discipline is an asset. Bilingualism (French) is an asset).
Job Types: Full-time, Fixed term contract
Contract length: 13 months
Pay: $62,000.00-$64,000.00 per year
Additional pay:
Benefits:
- Casual dress
- Company events
- On-site parking
Schedule:
- 8 hour shift
- Monday to Friday
- No weekends
Work Location: In person
Application deadline: 2024-08-20
Expected start date: 2024-10-14
