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Executive Assistant

by Executive Solutions  |  18.06.19 | 10:54

The successful candidate will provide administrative, personal, and executive support to the Ownership Family and Senior Executive Team.  Working with minimal direction, the incumbent will work independently to ensure the smooth functioning of the Executive Offices.  This position encompasses a broad list of tasks and duties that requires a dedicated professional to support the team.

SPECIFIC RESPONSIBILITIES:

  • Assist the Ownership Family, and the Senior Executive Team with meetings, business functions, corporate events, and corporate profile submissions
  • Interface between the executive offices and the owner on a regular basis
  • Preparing and coding expense forms and visa reconciliation as required
  • Coordinate signature files for equipment, cheques, invoices, and legal documents
  • Take and/or screen calls for Executive Team
  • Update and maintain contact lists and files
  • Update, maintain, distribute and track schedules for Executive Team
  • Review and screen all corporate mail to Executive offices prior to distribution
  • Administer payroll time entry for executive offices
  • Prepare expense reports for executive office staff
  • Prepare Monthly Reports
  • Prepare letters and transmittals for outgoing documents
  • General administrative tasks such as filing, photocopying and typing duties
  • Greet guests and meeting attendees and offer beverages
  • Coordinate travel arrangements
  • Complete personal tasks upon request
  • Ensure general tidiness of reception and meeting areas
  • Coordinate all commercial operations activities with Chairman and Executive Director, Corporate Office including but not limited to:
    • Assist with proposal and interview preparation
    • Marketing – creation and amendment of social invitations
    • Meeting coordination including preparing and distributing agenda
    • Newsletter
  • Coordinate events, including guest lists, invitations, RSVPs, tickets, parking passes, name tags
  • Coordinate vehicle maintenance and upkeep for the ownership family
  • Review, respond and/or bring forward all donation requests
  • Track and monitor media requests
  • Conduct searches of corporate registries, and land titles
  • Maintain real estate files for billing and bank draws
  • Maintain agricultural leases
  • Evaluate areas for partnership and strategic alliances to reduce costs for overheads
  • Coordinate off site file storage
  • Property taxes and coordinate appeals
  • Additional duties as required

QUALIFICATIONS:

  • Exceptional ability to manage multiple competing priorities
  • Excellent interpersonal skills, organizational skills, and communication skills
  • Superior business writing skills
  • Advanced knowledge of Microsoft Office software, including Word, Excel, and PowerPoint
  • Ability to work in a team environment and with other departments
  • Experience in coordinating corporate events
  • Broad experience in managing and controlling highly confidential information
  • Must possess a valid driver’s license, and have access to own transportation
  • Legal Assistant training or experience an asset

WORKING CONDITIONS:

  • This position is performed in an open office environment.
  • The incumbent may be required to work outside regular office hours to ensure the success of corporate promotional and marketing events.

If you believe this sounds like the perfect role for you, send your resume to: resume@executivesolutions.ca

 

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