Position: Executive Assistant
Job Type: Full-time
Reporting to: CEO, President & General Manager
Work Schedule: Monday-Friday 8am-5pm.
Must be prepared to work flexible hours including evenings or weekends as needed.
This opening is for an experienced Executive Assistant. We are looking for a go getter, hold the rope back kind of individual. Someone with Legal or Engineering experience is preferred or someone with high-end executive assistant experience.
Duties and Responsibilities:
-Act as main liaison for the CEO, President and General Manager screening and responding to all correspondence: calls, emails, in person and letters while exercising independent judgement to determine the requiring priority attention.
-Developing and implementing efficient administrative procedures and practices to help ensure the efficient operation of the office.
-Preparing and reviewing a variety of confidential documents such as legal agreements, emails, letters, tables,reports for the CEO, President and General Manager.
-Researching and preparing reports, briefing notes and recommendations by pulling information for multiple sources.
-Editing and manipulating data/text and performing functions such as formatting data/text including editing, merging, paginating, adding graphics, etc.
-Vetting, reviewing and prioritizing incoming and outgoing mail, email, reports, etc. to ensure flow of information and notifying the Executive Team about any material requiring attention/action, and tracking and ensuring all correspondence is dealt with appropriately and that responses meet required deadlines.
-Maintaining several contact lists.
-Investigating issues independently and troubleshooting discrepancies, and making interpretations and recommendations as appropriate, within scope of authority.
-Acting as a liaison and resource with managers/directors on behalf of the CEO, President and General Manager.
-Managing incoming requests by checking the deadline and initiating preliminary work.
-Providing support/guidance to the portfolio front desk as required.
-Maintaining a detailed follow-up and bring forward system and initiating further investigation and reminders when required.
- Implementing a tracking system for action items, monitoring for completion, and proactively following up.
-Streamlining processes and continually reviewing work processes and to be more efficient
-Arranging travel/accommodation for Executive Team as required
-Maintaining electronic administrative records and institutional memory
-Monitoring performance/action plans for projects and assignments to track progress, ensuring that priorities are met.
-Tracking and monitoring policies and procedures for the portfolio, including reminders for revision review, approval tracking/progress, posting on shared site and confirming appropriate corporate communication.
-Managing the Executive Teams calendar including the coordination of complex executive meetings, internal and external activities, and proactively addressing conflicts and prioritizing appointments.
-Negotiating, arranging, and tracking multiple dates for internal and external functions.
Ensuring agendas are finalized well in advance of the event by following up with the key presenters as required.
-Monitoring vacation scheduling for the Executive Team+.
-Organizing and planning events as required.
- Coordinating logistical arrangements and providing administrative support for special events
-Help to review legal agreements and help manage projects as delegated to working with other staff and managers to complete as required (Legal background)
-Oversee site plans and new construction initiatives, working with planners, engineers, staff and contractors to design, plan and construct new locations or building renovations as required (Engineering background).
-Other duties assigned as required
- Completion of two year diploma or degree in business or related field.
-Legal (lawyer or paralegal) or Engineering back ground, education and experience preferred.
-Minimum 7 years experience in a related position Executive Assistant, Legal or Engineering background.
-Excellent oral and written communications, with an eye for detail, spelling, punctuation, flow, consistency and accuracy.
-Ability to adapt to new systems and processes quickly and effectively.
-Interpersonal skills, customer service skills, organizational/time management skills, as well as project management and conflict resolution skills.
-Highly developed discretion and initiative skills to undertake and coordinate executive office functions.
-Problem-solving and decision-making skills to identify, analyze and determine the complexity of a situation and take appropriate action.
-Skills to be able to manage projects and staff from design through planning and completion
Compensation: 100k + Will pay market based on experience and potential.
-RRSP match 5%
Job Type: Full-time
Salary: From $100,000.00 per year
- Dental care
- Employee assistance program
- Extended health care
- RRSP match
- Vision care
- Monday to Friday
- Weekends as needed
Ability to commute/relocate:
- Barrie, ON: reliably commute or plan to relocate before starting work (required)
- Do you have any background, education or experience in Law (lawyer or paralegal) or Engineering? If yes, please elaborate
- Bachelor's Degree (preferred)
- Executive Assistant: 7 years (required)
- Project Management: 5 years (preferred)
Work Location: In person