Executive Assistant

HUB Technology Solutions Ltd; Winnipeg; On-site; CAD 42,000 - 66,000; Full time

Job summary

HUB Technology Solutions Ltd. is seeking an Executive Assistant to support the President and Chief Administrative Officer with daily tasks, ensuring smooth operations and high levels of accuracy.

The role focuses on email management, meeting coordination, and communication with clients and vendors to keep projects on track. The ideal candidate will have a college diploma in administration, strong English communication, and the ability to multitask in a fast-paced environment while maintaining

Qualifications

• Post-secondary diploma or certification in Administration.
• Legally entitled to work in Canada.
• Proficiency in Microsoft Outlook, Word, Excel, OneNote, and SharePoint.
• Manitoba Class 5I/5F license and vehicle for work purposes.
• Excellent communication in English, both written and verbal.
• Ability to multitask in a high-pressure environment.

Responsibilities

• Reviewing, organizing, responding and escalating emails.
• Attending meetings in person or virtually, taking minutes and assigning takeaways.
• Managing the schedule of Owners.
• Act as a liaison between Clients/Vendors and Leaders; handle calls and emails.
• Keep Owners updated on urgent issues.
• Assist Marketing Team with administrative tasks.
• Accurate entry of time and service tickets in HUB's PSA software.
• Communicate status, progress and resolutions to clients and management.
• Maintain a clean, safe and professional work environment and appearance.
• Adhere to HUB's attendance policies and Code of Conduct.

Skills

Excellent communication in English

Multitasking

Problem solving

Attention to detail

Strong organizational skills

Education

College Diploma in Administration

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

OneNote

SharePoint

Job description

Executive Assistant

Are you interested in going beyond a mundane admin position and forging a new path with a company that offers freedom and growth?

Are you meticulous and super accurate with your information? Does disorganization give you anxiety, and do you relish the opportunity to turn chaos into calm? Can you juggle multiple tasks at the same time without dropping any?

Do you enjoy a collaborative, supportive team environment? Can you help team members and clients solve problems, and you aren't allergic to hard work? Can you write and speak to people in a language they can easily understand?

I know that is a lot of questions, but is your answer YES to all of them? Then we have the job for you if you have these must-haves:

• Post-secondary diploma or certification in Administration.

• Minimum 1 – 2 years of experience working in a related field.

• Legally entitled to work in Canada.

• Proficiency in Microsoft Outlook, Word, Excel, OneNote, and SharePoint.

Here is the traditional job posting if you are interested in reading it:

Job Description

Title: Executive Assistant

Reports To: President

Summary of Position: We are looking for an Executive Assistant to join our dynamic team. The Executive Assistant will support the President and Chief Administrative Officer (Owners) with their day-to-day tasks, allowing them to work at the highest level and ensure the continued success of our clients.

Accountabilities

• Reviewing, organizing, responding and escalating emails.

• Attending meetings in person or virtually, taking minutes and assigning takeaways.

• Managing the schedule of both Owners.

• Act as a liaison between Clients/Vendors and Leaders. Answering phone calls, responding to or sending emails and scheduling meetings on behalf of the Owners.

• Keep the Owners up to date on urgent issues.

• Other administrative tasks as assigned by the Owners.

• Assisting the Marketing Team with various administrative tasks.

• Accurate entry of all time and service ticket information in HUB's Professional Service Automation software.

• Efficient communication skills, in both written and verbal forms, to keep clients and management well aware of work status, progress, and problem resolution.

• Maintain a clean and safe work environment.

• Maintain a clean and professional appearance in clothing and personal grooming.

• Adhere to HUB's attendance policies regarding both punctuality and absenteeism.

• Abide by HUB's Employee Code of Conduct.

Qualifications

• College Diploma in Administration
• Legally entitled to work in Canada.
• Excellent communication in English in both verbal and written form.
• Must have a Manitoba Class 5I/5F license and use a vehicle for work purposes.
• Ability to dynamically multitask across numerous issues in a high-pressure environment.
• A passion for solving problems and helping the team and clients succeed.
• Quick and efficient problem-solving and analytical skills.
• High-level customer service focus.
• Great attention to detail and accuracy in documentation.

About Us

HUB began in 1991 because our CEO, Troy McLennan, recognized how much business owners struggled to understand and use information technology effectively.

As a business owner, Troy experienced sleepless nights, worrying about technology, being frustrated by unresolved issues, and feeling stressed about investing in tech without getting value from it.

We are a team of innovative information technology experts committed to removing your IT burden and communicating with you in a language you can understand. Our motto is: Let HUB take care of your information technology so you can focus on your business!

If you want to demonstrate your attention to detail, add the word "kaizen" anywhere in our cover letter or resume.