About the role:
We are currently looking for a proactive, organized, and enthusiastic Executive Assistant to join our team. This role will support (one individual) the CEO, the successful candidate will demonstrate excellent attention to detail, organizational, communication and computer skills, along with the ability to prioritize and manage a complex workload. Responsibilities are wide ranging and will include everything from running errands to handling sensitive legal projects.
Responsibilities:
Manage high volume of emails with accuracy and prioritize responses;
Organize all email addresses and folders
Take calls and screen text messages
Handle complex calendar management and proactively follow up with executive on upcoming meetings, projects and initiatives;
Organize events, lunches, and dinners paying meticulous attention to detail;
Make travel arrangements considering executive preferences;
Coordinate business meetings, including Board and committee meetings, write minutes as required;
Attend internal meetings with the executive for note taking;
Conduct research where required and assist in the preparation of business correspondence, presentations, meeting materials, and reports on a daily and timely basis;
Process expense reports and invoices in a timely and accurate manner;
Develop and maintain productive relationships with various levels of management and colleagues;
Coordinate and supervise subcontractors.
Property management including inspections, lease renewals, and marketing.
Be accessible and prompt via phone through the day;
Maintain databases, records and other documents;
Write and research grants opportunities
Perform general administrative duties;
Administrative support to other members of the management team as needed;
Assist with special projects as required.
Be a self-starter with the ability to ask questions and figure things out on their own.
Skills & Qualifications:
- A minimum of 5 years of experience as an Executive Assistant, preferably supporting Senior Management / C-Suite Executives, including calendaring, travel coordination, and expense management;
Excellent verbal and written communication skills complemented by exceptional interpersonal skills;
Ability to demonstrate a high level of discretion and confidentiality;
Extremely detail oriented with strong organizational skills;
Excellent prioritization skills with the ability to remain calm under pressure;
Teamwork skills complemented by the ability to work well independently;
Demonstrated ownership and accountability;
Accounting experience and experience working with financials and payroll processing
Experience working with legal contracts and realestate transactions
Advanced proficiency in Zoom, Microsoft Word, Excel, Outlook and PowerPoint.
All applications will be held in strict confidence.
In order to be considered for employment, candidates selected for interviews will be required to show proof of citizenship, permanent residence or eligibility to work in Canada with no restrictions.
- We wish to thank all candidates for their interest but only those applicants selected for an interview will be contacted.
Job Types: Full-time, Permanent
Pay: $30.00-$45.00 per hour
Benefits:
- Dental care
- Disability insurance
- Extended health care
- Flexible schedule
- Life insurance
- On-site parking
- Vision care
Flexible language requirement:
Experience:
- Accounting: 1 year (required)
- Administrative experience: 2 years (required)
- Organizational skills: 1 year (required)
Work Location: In person
