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Intermediate Administrative Assistant

by Executive Solutions  |  09.01.19 | 15:53

The Administrative Assistant will professionally support the day to day activities for members of the senior executive team and the entire office; this will include a variety of administration tasks including back-up for members of the administrative team and reception, creating professional and well-written correspondence and reports, expense management, and event planning/execution.

The successful candidate must be able to interact with staff (at all levels) in a fast-paced environment, while remaining flexible, proactive, resourceful and efficient. A high level of professionalism and confidentiality are expected, and mandatory at all times.

Core responsibilities:

  • Calendar management, requiring interaction with both internal and external executives and assistants, as well as clients.
  • Travel arrangements, including coordination of schedules, hotel, transportation and accommodation reservations, and other requirements for executive management and staff as needed.
  • Prioritize and manage multiple projects simultaneously, which requires follow through on issues in a timely manner.
  • Arrange and coordinate meetings, including catering, audio visual and any other support requirements.
  • Produce meeting agendas and provide accurate minutes, including tracking, monitoring, and following the progress of open action items.
  • Provide professional, well-thought out support by composing and/or editing of documents, including highly confidential correspondence and supporting documents.
  • Maintain a well-organized confidential filing system for electronic and paper files.
  • Complete necessary expense reports for approval and subsequent handling by accounting.
  • Ensure that various administrative tasks are done in an effective and efficient manner, working as part of a small administrative support team.
  • Routinely review work processes for elimination of unnecessary detail, value added and cost saving opportunities

QUALIFICATIONS INCLUDE:

  • Minimum of 5 years Executive Administrative experience, scheduling, organization, time management, travel logistics expertise.
  • High degree of attention to detail.
  • Ability to problem solve under stressful circumstances
  • Ability to work within a team environment and then take ownership of delegated projects, seeing them through to completion with minimal supervision
  • A highly motivated individual with exceptional organizational, interpersonal, and communication skills is required.
  • Ability to work independently and handle confidential matters with discretion.
  • Flexible with the ability to prioritize work in a fast paced, high-energy environment.
  • A mature professional attitude, the ability to project a positive corporate image
  • Exceptional communication skills; written and oral
  • Strong computer skills (including excel, word and PowerPoint).

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

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