Executive Administrative Assistant

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

Job summary

A technology firm in Richmond Hill is seeking an Executive Administrative Assistant to support the President. The ideal candidate will have 3-5 years of experience working with upper management, strong organizational and communication skills, and proficiency in MS Office. This is a 12-month contract role with a salary equivalent of $45K.

Qualifications

• 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 presentation skills.
• Pleasant with strong presentation skills along with good business acumen.

Responsibilities

• Monitor President’s calendar regularly and update as required.
• Prepare receipts for expense reports and process.
• Update Organization chart for changes/adds, deletions.
• Prepare for executive visits to Toronto.
• Organize special events such as golfing and season tickets.

Skills

Strong keyboarding skills

Proficiency in MS Office

Strong communications skills

Time management

Professional demeanor

Education

Relevant education

Job description

Job Title : Executive Administrative Assistant

Location : Richmond Hill, ON

Type : 12 month contract

Salary equivalent : $45K

Hours : Mon to Fri; 8am to 5pm

Overview

Our client is seeking an 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.

Responsibilities

Calendaring

• monitor President’s calendar regularly, update as required and provide as much info as possible in each entry
• take minutes of meetings 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 itineraries for the 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 database 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
• Organize special events: Golfing, season tickets etc

Skills Required

• Education: Relevant education
• 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 presentation skills
• Strong communications skills; articulate with a high level of integrity
• Pleasant with strong presentation skills along with good business acumen
• Strong keyboarding and documentation skills along with proficiency in the use of MS Office suite