Executive Administrative Assistant

PeopleToGo; Richmond Hill; On-site; CAD 45,000; Full time

Job summary

A leading company is seeking an Executive Administrative Assistant for a 12-month contract. The successful candidate will support the President of an IT group, managing schedules, organizing meetings, and overseeing expense reports. This role requires a professional demeanor, strong communication skills, and a minimum of 3 years of experience working with senior management.

Qualifications

• Minimum of 3, preferably 5 years of recent administrative assistant experience.
• Professional demeanor with excellent presentation skills.
• Strong communication skills; articulate with high integrity.

Responsibilities

• Monitor President’s calendar and take minutes of meetings.
• Prepare travel itineraries and reconcile receipts.
• Update organization charts and manage service awards.

Skills

Professional

Well organized

Outgoing

Strong communication skills

Business acumen

Documentations skills

Proficiency in MS Office

Job description

Job Title : Executive Administrative Assistant

Type : 12 month contract

Salary equivalent : $45K

Hours : Mon to Fri; 8am to 5pm

Overview :

Our client is seeking and Executive Administrative Assistant to work with the President of a large Information Technology group. The successful candidate will have a minimum of 3, preferably 5 years of executive administrative experience working with senior management and be used to working with highly confidential information with integrity, tact and diplomacy.

• monitor President’s calendar regularly, update as required and provide as much info as possible in each entry,
• take minutes of meeting and distribute to all members of the group
• expense receipt completion and submission
• create webinar / conference call information and send to field staff a day or two before the actual meeting,
• prepare appropriate awards, Make It Happen / Service awards,

Expense Reporting :

• Prepare receipts for expense reports and process
• Prepare travel itinerary for President and keep copies of receipts for expensing
• Reconcile receipts with invoices against credit card purchases

Org Chart Updates :

• Update Organization chart for changes / adds, deletions

Awards :

• Service award organization and preparations
• Team Awards; collect nominations and prepare awards and prize give outs and update spreadsheets with award information for taxation purposes :

Library :

• Notes database, update dbase for those who have borrowed books online via Chapters / etc.,
• Maintenance of the database-regularly go into the database and send reminder emails for overdue books,

Directory Advertising :

• Yellow Pages advertising

Offsite Meetings :

• Based on the type of meeting, budget and how many people
• Prepare for executive Visits to Toronto : Agenda should be shared with visitors prior to arrival,
• Work with AA for travel plans and book airport limo if required, book hotel accommodations and organize ground transportation depending upon the executive.
• Order lunch or arrange for catering as needed.

Skills Required :

• Minimum of 3, preferably 5 years of recent and related administrative assistant experience working with upper management
• Professional, well organized, outgoing, pleasant and personable with excellent presentations skills
• Strong communications skills; articulate with a high level of integrity
• Pleasant with strong presentations skills along with good business acumen
• Strong keyboarding and documentations skills along with proficiency in the use of MS Office suite.

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Administrative Assistant • Richmond Hill, Ontario, Canada