Executive Assistant

What you’ll be doing:
• Coordinates the President/ CEOs calendar, logistical requirements for on-site and off-site meetings and organizes travel itineraries, accommodation, and event registration arrangements. Prepares and submits expense reports through collating receipts, entering expense reports upon receipt.
• Prepare correspondence and presentation materials for executive use as well as general and administrative support including: make edits to and format documents, photocopying, maintaining an electronic filing system, mail sorting, telephone screening and drafting responses to semi-routine inquiries.
• Works closely with the Executive Team to support regular quarterly management reporting for board, ensuring meeting materials are gathered, edited, formatted and distributed in time and error-free.
• Prioritizes conflicting needs; handles matters efficiently, proactively, and follows through on projects to successful completion, often with deadline pressures.
• Exercise discretion in handling confidential information; and interact effectively with all levels of management, other departments, internal and external customers using tact and subtlety in all dealings.
• Anticipate issues and take appropriate action to ensure the most effective use of the President/ CEO’s time; advise of upcoming priorities on a timely basis.
• Acts as the primary administrative support resource for the Board and its committees, supporting agenda creation, meeting material distribution and minute taking, as well as other ad hoc support/administrative activities as required.
• Involved in preparation, submission and management of the annual budgets for the Board and President/ CEO’s Office. This includes processing various expenses and invoices payments.
• Organizes various corporate events, such as, Annual General Meeting, Year End Celebration, Seasonal Celebrations and various staff recognition events and giveaways

What you’ll bring:
• A minimum of five (5) years of related work experience in providing administrative and/or secretarial support to senior management and post-secondary certificate in Office Management, Office Administration, Business Administration or a related program with OR an equivalent combination of education and relevant experience.
• PowerPoint, Excel, SharePoint and OneDrive.
• A results-oriented individual who thrives in a fast-paced environment, takes accountability for their work while adhering to deadlines and can make decisions by exercising sound judgment.
• Excellent interpersonal and communication skills, both verbal and written.
• Strong organizational skills with a proven ability to manage changing and competing priorities while being proactive in anticipating needs.
• Demonstrated business professionalism, proven ability to handle confidential information and appropriate handling of sensitive information.
• High level of attention to detail, accuracy, and follow-up is required.
• Highly innovative and creative thinker with the ability to resolve complex issues.
• Flexibility to be available outside of normal work hours to provide support on urgent matters or to meet tight deadlines is a must.
• Proven research and analytical skills.
• Coordinates and manages special projects and events as required.