Executive Assistant

Adecco; Pickering; On-site; CAD 50,000 - 60,000; Full time

Job summary

A leading recruitment agency is seeking an Executive Administrative Assistant in Pickering, ON, for an 18-month contract. The role involves managing diverse administrative tasks while upholding confidentiality. Candidates must possess exceptional organizational and time management skills, along with proficiency in office software. This position demands the ability to work independently in a fast-paced environment and coordinate travel arrangements.

Qualifications

• Proven experience as an executive administrative assistant or in a similar administrative role.
• Proficiency in office software, including PowerPoint, Adobe, and spreadsheets.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage a variety of administrative tasks with a high level of confidentiality.
• Coordinate travel arrangements for supervisors and staff.
• Organize and prepare for meetings, including agendas and necessary materials.

Skills

Excellent communication skills

Organizational skills

Time management skills

Confidentiality handling

Problem-solving skills

Attention to detail

Tools

Office software (PowerPoint, Adobe, spreadsheets)

Job description

Our client in Pickering, ON is looking for an Executive Administrative Assistant for an 18 month contract to support the leadership team by managing a variety of administrative tasks with a high level of confidentiality and organization. The role requires excellent communication, organizational, and time management skills, as well as proficiency in office software and equipment. The assistant will also coordinate travel arrangements, liaise between the supervisor and other staff, and ensure the smooth operation of the office environment. The position calls for someone who can work independently, handle confidential information discreetly, and adapt to a fast-paced work environment.

• Handle a wide range of routine and confidential correspondence, reports, and materials. Compose and distribute correspondence, and maintain proficiency in office equipment.
• Organize and prepare for meetings, including agendas and necessary materials. Arrange travel and accommodations for supervisors and staff.
• Manage incoming and outgoing mail, including confidential materials, and prioritize items for the supervisor's attention.
• Assist in scheduling and prioritizing the supervisor's work and activities, and manage access to the supervisor.
• Establish and maintain records, ensuring compliance with retention schedules and arranging for the storage or destruction of obsolete records.
• Process routine reports and forms, communicate the supervisor's instructions, and provide feedback from meetings.
• Prepare purchase orders and requisitions, provide backup support, and maintain follow-up systems to monitor due dates and tasks.

Qualifications:

• Proven experience as an executive administrative assistant or in a similar administrative role.
• Proficiency in office software, including PowerPoint (create presentations), adobe, spreadsheets (pivot tables, charts), and email applications.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Strong problem-solving skills and attention to detail.
• Experience in organizing meetings and managing travel arrangements
• Experience in liaising between supervisors and staff, and communicating instructions and expectations.
• Ability to adapt to a fast-paced work environment and manage multiple priorities effectively.

If you are interested in this role please apply now!