Administrative Support Specialist (Executives)

Our client is seeking an experienced Executive Assistant to provide comprehensive administrative support to senior executives. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.

Start Date: ASAP / Immediately
Employment Type: Full Time 
Location: Hybrid (Must be flexible on office days based on business needs) 
Contract Length: 5-6 Months to start 
Rate: $22-$25/hr

Key Responsibilities:
Manage the Executive’s calendar by liaising with internal and external stakeholders on behalf of the Executive to schedule and confirm meetings.
Ensure scheduling conflicts are resolved in a timely and efficient manner.
Provide departmental support in preparation for office relocation, including scanning, shredding, and disposal of documents/files.
Prepare and set up for meetings as needed, including creating and distributing meeting reference material, agendas, audio-visual conferencing.
Attend meetings as required to record minutes with action items and follow up accordingly.
Submit expense reports.
Maintain filing and follow-up systems.
Prepare and process records for archiving.
Prepare a range of materials including correspondence, reports, presentations, etc.
Format, print, photocopy, and scan documents as required.
Along with other administrative staff, provide lunch relief to the Receptionist and share coverage of reception duties.
Additional duties as assigned.

Skills and Qualifications:
Demonstrated experience providing calendar management support to senior leaders.
Experience preparing and distributing meeting materials, including drafting agendas, taking meeting minutes and setting up meeting rooms and A/V.
Experience submitting expense reports.
Strong organizational and problem-solving skills are required for scheduling meetings, managing schedules, maintaining filing systems and making travel arrangements as required.
Excellent oral and written communication and interpersonal skills to respond to internal personnel, governments, and consultants on an ongoing basis.
Proven experience multi-tasking, effectively managing changing priorities and using well-developed time management skills.
Excellent attention to detail and strong focus on consistently providing superior quality of work.
Proven track record as a team player, and the ability to work independently with minimal supervision.
A resourceful and creative problem solver.
Superior proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
Experience working in Development and/or Construction industries, government agencies, or public sector would be an asset.