Administrative / Executive Assistant

Apex Systems; Toronto; Remote; CAD 50,000 - 70,000; Full time

Job summary

A leading software company is seeking a fully-remote Executive Assistant. You will manage calendars, organize meetings, and support operational tasks for the management team. The ideal candidate has strong organizational skills and prior experience in an administrative role. This position offers a comprehensive benefits package and opportunities for professional development.

Benefits

Comprehensive benefits package

Employee Stock Purchase Program

401K with company match

Qualifications

• Proven experience as an Executive Assistant or in a similar administrative role.
• Strong organizational skills and ability to manage multiple tasks.
• Excellent communication skills with proficiency in English.

Responsibilities

• Manage diary/calendar and emails for managers.
• Organize meetings, including team and external events.
• Support management with administrative tasks and reporting.

Skills

Calendar management

Email correspondence

Meeting coordination

Travel arrangements

CRM maintenance

Report creation

Tools

CRM software

Microsoft Excel

Microsoft PowerPoint

Job description

Overview

Job# 2090292 — Come join a leading software company in a fully-remote Administrative / Executive Assistant role!

Responsibilities

1. Contribute to process definition, creation and execution of new and periodic reports (Deal Qualification, Deal Execution Tracking, Harmony, Missing Hours Details, etc.)
2. Process Services IO requests
3. Align to Ariba process guidelines and policies, as well as adhering to escalation processes and after-the-fact requests
4. Identify and resolve utilization issues in ISP, VAT, Concur, CRM and Harmony
5. Process POs / SOW for vendor / consultants
6. Act as super user to manage Services Sales Online Roster, ISP, CRM, Harmony and APM
7. Organize, run and follow up on the team’s operations weekly meetings, ensuring timely delivery of agreed upon action items
8. Maintain CRM and Harmony hygiene
9. Help organize team’s meetings, offsites and other operational related one-off events and activities
10. Support the Services Sales EA when and as needed

Current role: Executive Assistant

1. Managing diary / calendar and e-mails for the Managers on their behalf, potentially also including calls and voicemails.
2. Managing internal and external correspondence.
3. Arranging meetings for Managers including co-ordination of Team Meetings and larger external events.
4. Co-ordination of travel arrangements, including organizational preparation and follow up like booking of travel expenses
5. Booking meeting rooms / venues for the team.
6. Managing Workflows and monitoring items like vacation requests, purchase orders, internal orders, distribution lists, Inventory etc.
7. Perform and monitor purchase activities (office material, business cards, 3rd Party purchasing), including master data creation and administration, creation of shopping carts, reporting and tracking on purchase orders Updating materials including PowerPoint and excel spreadsheets for meetings and presentations
8. Preparation and follow up of meetings including taking meeting minutes.
9. Manage shared drives and communities
10. Admin support for new starters into the team to include ordering of equipment and monitoring induction.
11. Central contact and all other ad-hoc support as needed by Manager and his / her team.

EEO Employer

Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at or 844-463-6178.

Apex Systems is a world-class IT services company that serves thousands of clients across the globe. When you join Apex, you become part of a team that values innovation, collaboration, and continuous learning. We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package. Our commitment to excellence is reflected in many awards, including ClearlyRated's Best of Staffing in Talent Satisfaction in the United States and Great Place to Work in the United Kingdom and Mexico.

Apex Benefits Overview : Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that offer an optional layer of financial protection. We offer an ESPP (employee stock purchase program) and a 401K program which allows you to contribute typically within 30 days of starting, with a company match after 12 months of tenure. Apex also offers a HSA (Health Savings Account on the HDHP plan), a SupportLinc Employee Assistance Program (EAP) with up to 8 free counseling sessions, a corporate discount savings program and other discounts. In terms of professional development, Apex hosts an on-demand training program, provides access to certification prep and a library of technical and leadership courses / books / seminars once you have 6+ months of tenure, and certification discounts and other perks to associations that include CompTIA and IIBA. Apex has a dedicated customer service team for our Consultants that can address questions around benefits and other resources, as well as a certified Career Coach. You can access a full list of our benefits, programs, support teams and resources within our ‘Welcome Packet’ as well, which an Apex team member can provide.