Executive Assistant

About the position

Perform a wide range of administrative tasks for executive or senior level management. Tasks may vary depending on specific business unit requirements. Prepare specialized presentations, including preparing charts and graphs as required. May coordinate budget development, including coding items and collecting and compiling data. Assist with miscellaneous clerical tasks, including data entry, ordering office supplies, copying, and faxing. Routinely privy to sensitive material, including establishing and maintaining confidential files. Routinely manage and coordinate departmental projects from implementation through completion. Open and review mail, and typically responds to various items independently without direction from management. Answer and screen incoming telephone calls ensuring a high level of customer service. Typically researches and responds to inquiries independently. Acts as liaison between managers and clients. Draft confidential documents and reports which may complex in nature. Maintains databases and generates reports as required. Coordinate and sets the agenda for meetings, schedules appointments, coordinates events, makes travel arrangements, and prepares expense reports as the need arises. May provide direction and review the work of lower level staff. Coordinate and orders daily lunches for a large group. Carry out additional duties as assigned.

Responsibilities

• Perform a wide range of administrative tasks for executive or senior level management.
• Prepare specialized presentations, including preparing charts and graphs.
• Coordinate budget development, including coding items and collecting and compiling data.
• Assist with miscellaneous clerical tasks, including data entry, ordering office supplies, copying, and faxing.
• Establish and maintain confidential files.
• Manage and coordinate departmental projects from implementation through completion.
• Open and review mail, responding to various items independently.
• Answer and screen incoming telephone calls ensuring a high level of customer service.
• Draft confidential documents and reports.
• Maintain databases and generate reports as required.
• Coordinate and set the agenda for meetings, schedule appointments, coordinate events, make travel arrangements, and prepare expense reports.
• Provide direction and review the work of lower level staff.
• Coordinate and order daily lunches for a large group.
• Carry out additional duties as assigned.

Requirements

• Excellent interpersonal and customer service skills.
• Strong clerical and administrative skills.
• Advanced digital literacy, including MS Word, Excel, PowerPoint, databases.
• Excellent organizational skills with the ability to prioritize and balance multiple tasks independently.
• Strong verbal and written communication skills.
• Excellent attention to detail.
• Strong problem solving skills.
• Ability to maintain confidentiality.
• High School diploma or GED required; college degree preferred.

Nice-to-haves

• Three to Five years administrative support experience required, with some experience supporting senior management.
• Overtime may be required on short notice and may include weekend, holiday, and evening hours.
• Basic office equipment, including PC, telephone, copier, fax machine, etc.
• PC usage up to 100% of the time.

Benefits

• Hybrid working and reasonable accommodations.
• Generous Holiday policies.
• Paid volunteer time to step away from your desk and into the community.
• Support to grow through professional development courses, tuition/qualification reimbursement and more.
• All-inclusive approach to Diversity, Equity and Inclusion.
• Maternal/paternal leave benefits and family services.
• Complimentary subscription to Headspace - the mindfulness app.
• Discounted membership to ClassPass and other health and well-being benefits.
• Unique employee events and programs including a 14er challenge.
• Complimentary beverages, snacks and all employee Happy Hours.