Executive Assistant

Advantage Personnel Ltd; Kingston; Sur place; CAD 40 000 - 53 000; Plein temps

Résumé du poste

Advantage Personnel Ltd in Kingston, ON is seeking an Executive Assistant to provide high-level administrative support to the President and senior management, handling scheduling, correspondence, and board materials.

This onsite role requires meticulous organization, ability to manage multiple priorities, coordinate travel, meetings, and events, and maintain confidential records across HR, finance, and operations.

Responsabilités

• Provide high-level administrative support to the President and Senior Management team.
• Manage executive calendars, appointments, meetings, and competing scheduling priorities.
• Prepare, draft, edit, and proofread correspondence, reports, presentations, meeting agendas, and other business documents.
• Monitor and coordinate executive communications, including emails and incoming requests.
• Act as a primary point of contact between Senior Management and internal and external stakeholders, ensuring professional and timely communication.
• Coordinate management meetings, prepare supporting materials, record meeting minutes, and follow up on action items and outstanding tasks.
• Assist with special projects, business initiatives, and process improvement activities, including tracking timelines, deliverables, and project progress.
• Compile information, prepare reports, presentations, and summaries, and assist with KPI tracking and management reporting.
• Coordinate business travel arrangements, including flights, accommodations, transportation, and itineraries.
• Organize company events, leadership meetings, and other corporate functions, including coordinating facilities, catering, and logistics.
• Maintain organized electronic and physical filing systems, ensuring accurate documentation and proper record management.
• Handle sensitive and confidential information, including personnel, financial, legal, and operational records, with the utmost discretion.
• Provide general administrative support to HR, Finance, and Operations departments as required.

Description du poste

Job Title: Executive Assistant

Location: Kingston, ON

Work Model: Fully Onsite

Pay Rate: $28.85-38.46 per hour (depending on experience)

Shifts: Monday-Friday: 8:00am-4:30pm

We are currently seeking an Executive Assistant to join a busy office environment in Kingston. This role will provide direct support to the President and senior management across daily administration, scheduling, project coordination, and relationship management functions. The ideal candidate will be highly organized, detail-oriented, and comfortable managing multiple tasks in a fast-paced setting. This is a hands-on role suited to someone who enjoys keeping things organized, supporting internal teams, and helping daily operations run smoothly.

Responsibilities

• Provide high-level administrative support to the President and Senior Management team.
• Manage executive calendars, appointments, meetings, and competing scheduling priorities.
• Prepare, draft, edit, and proofread correspondence, reports, presentations, meeting agendas, and other business documents.
• Monitor and coordinate executive communications, including emails and incoming requests.
• Act as a primary point of contact between Senior Management and internal and external stakeholders, ensuring professional and timely communication.
• Coordinate management meetings, prepare supporting materials, record meeting minutes, and follow up on action items and outstanding tasks.
• Assist with special projects, business initiatives, and process improvement activities, including tracking timelines, deliverables, and project progress.
• Compile information, prepare reports, presentations, and summaries, and assist with KPI tracking and management reporting.
• Coordinate business travel arrangements, including flights, accommodations, transportation, and itineraries.
• Organize company events, leadership meetings, and other corporate functions, including coordinating facilities, catering, and logistics.
• Maintain organized electronic and physical filing systems, ensuring accurate documentation and proper record management.
• Handle sensitive and confidential information, including personnel, financial, legal, and operational records, with the utmost discretion.
• Provide general administrative support to HR, Finance, and Operations departments as required.