Executive Assistant

Job description

Staffmax is hiring an administrative assistant for our client's office near Polo Park. This is a 3 month contract with chance of extension.

Executive Support

· Completes a broad variety of administrative tasks for the CEO including managing calendar of appointments and events; composing and preparing correspondence that is sometimes confidential; and compiling documents for travel-related meetings.

· Accurately tracks expenses for CEO by managing corporate credit cards and receipts. Works closely with the Finance department in terms of managing corporate credit cards. Processes and submits receipts accurately and on schedule. Prepares, reconciles and submits expense reports and makes sure they are processed accordingly;

· Administers internal and external correspondence, manages incoming calls, and prioritizes phone messages, emails and mail.

· Acts as a liaison with the Board of Directors as needed.

· Sets-up staff meetings, senior management meetings, maintains electronic calendars and organizes team events (e.g. Staff Development Day).

· Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for arranging access to the CEO's time and office.

· Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately.

· Acts as a liaison with building management on office-related issues including insurance, handling security and building maintenance issues;

· Performs various administrative tasks such as: preparing or reviewing/editing of presentation materials; conducting research; purchasing office supplies as needed; arranging office repairs and maintaining office equipment;

· Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Board Support and Liaison

· Assists with Board meetings organization (accommodations, catering, other logistics);

· Prepares the Agenda for board meetings including advance distribution of board package materials before meetings in electronic format; takes notes and distributes meeting minutes;

· Processes Board Members’ expenses and prepares them for approval.

Senior Management Liaison

· Participates as an adjunct member of the Senior Management Team including assisting in scheduling meetings and attending all meetings

· Assists in coordinating the agenda of senior management team meetings and staff meetings; coordinate staff events (ie lunch events, staff development days, etc)

· Processes Senior Managers expenses;

· Takes notes and deliverables items from Senior Management meetings and distribute meeting minutes after the meetings;

· Manages multiple special projects including corporate-wide initiatives, large-scale meetings, event planning;

· Provides support to CEO and Senior Management Team as needed for meeting coordination, logistics planning and travel planning.
EDUCATION AND EXPERIENCE

Requirements:

· Post-secondary education in Business or strong administrative experience

· 3 to 5 years of related experience in a comparable executive support position

· Tactful and diplomatic with a strong track record in managing confidential business information and sensitive documentation

· Superior planning and time management skills, strong work ethic and ability to multi-task. High attention to detail in all areas of work

· Highly proficient in all aspects of Microsoft Office with advanced knowledge of Outlook, Word, PowerPoint and Excel

Requirements:

· Act in a professional and tactful manner, which is appropriate to each situation

· Demonstrate high standards of ethic and confidentiality to handle sensitive and confidential information

· Build and maintain positive and effective working relationships

· Communicate effectively and in a timely manner in response to requests, and act proactively always on assigned tasks.