Executive Assistant to CEO

Socket.dev; Kitchener; On-site; CAD 70,000 - 90,000; Full time

Job summary

Schlegel Villages in Kitchener, ON is seeking an Executive Assistant to the CEO/President to provide proactive, high-level administrative support in a fast-paced, discretion-demanding environment.

You will manage complex calendars, coordinate meetings and travel, prepare briefing materials, screen inquiries from residents, families and staff, and ensure confidential information is handled with tact and diplomacy while keeping the Executive well supported.

Responsibilities

• Provide high-level, proactive administrative support to the Executive, acting as a trusted point of contact and extension of the Executive’s office.
• Manage a complex and frequently changing schedule, including business and personal appointments, while anticipating scheduling needs and resolving conflicts.
• Manage and maintain a comprehensive contact database, ensuring information is current, accurate and easily accessible.
• Effectively assess and prioritize competing requests and demands, using sound judgment and discretion to determine what requires the Executive’s attention and what can be addressed independently.
• Proactively track commitments, follow up on outstanding items and ensure projects, requests and action items move forward to successful completion, often within tight or changing deadlines.
• Coordinate and organize meetings, conference calls, presentations, appointments and travel arrangements, ensuring all required information and materials are prepared in advance.
• Coordinate multiple calendars and stakeholders, using a high degree of diplomacy, negotiation and organization to find solutions that meet competing needs.
• Prepare meeting agendas, briefing materials and other documents as required.
• Maintain a highly organized and professional office environment for the Executive, ensuring information, resources and materials are readily available.
• Anticipate the Executive’s needs and proactively identify opportunities to improve efficiency, organization and communication.
• Serve as a professional and responsive first point of contact for inquiries directed to the Executive, including concerns or requests from Team Members, residents and families.
• Exercise discretion and good judgment when determining how inquiries should be handled, resolving matters independently where appropriate and redirecting issues to the appropriate leader when required.
• Screen and redirect incoming calls, including cold calls, to the appropriate leader or department.
• Monitor the Executive’s email, organize and file correspondence, identify outstanding items and proactively follow up on matters requiring attention.
• Draft, prepare and coordinate correspondence, transmittals, submissions, letters and other communications on behalf of the Executive.
• Review invoices and supporting documentation for accuracy and completeness, obtain required approvals and submit for processing.
• Manage incoming and outgoing mail and correspondence.
• Liaise professionally with internal leaders, Team Members and external consultants, partners and other stakeholders.
• Build and maintain positive, professional relationships with a wide range of internal and external contacts.
• Respond to inquiries

Job description

We have an exciting opportunity for an Executive Assistant to the CEO/President of Schlegel Villages to join our team.

The Hiring range for this role is$70,000-$90,000 annually.

This position is located inKitchener, in person.

This is an opportunity to work closely with a senior Executive in a dynamic, fast-paced environment where discretion, sound judgment, organization and initiative are essential. The successful candidate will be a trusted partner who anticipates needs, manages competing priorities and ensures the Executive is well supported and able to focus on key organizational priorities.

YOU WILL BE RESPONSIBLE FOR:

Executive Support

• Provide high-level, proactive administrative support to the Executive, acting as a trusted point of contact and extension of the Executive’s office.
• Manage a complex and frequently changing schedule, including business and personal appointments, while anticipating scheduling needs and resolving conflicts.
• Manage and maintain a comprehensive contact database, ensuring information is current, accurate and easily accessible.
• Effectively assess and prioritize competing requests and demands, using sound judgment and discretion to determine what requires the Executive’s attention and what can be addressed independently.
• Proactively track commitments, follow up on outstanding items and ensure projects, requests and action items move forward to successful completion, often within tight or changing deadlines.
• Coordinate and organize meetings, conference calls, presentations, appointments and travel arrangements, ensuring all required information and materials are prepared in advance.
• Coordinate multiple calendars and stakeholders, using a high degree of diplomacy, negotiation and organization to find solutions that meet competing needs.
• Prepare meeting agendas, briefing materials and other documents as required.
• Maintain a highly organized and professional office environment for the Executive, ensuring information, resources and materials are readily available.
• Anticipate the Executive’s needs and proactively identify opportunities to improve efficiency, organization and communication.

Correspondence & Relationship Management

• Serve as a professional and responsive first point of contact for inquiries directed to the Executive, including concerns or requests from Team Members, residents and families.
• Exercise discretion and good judgment when determining how inquiries should be handled, resolving matters independently where appropriate and redirecting issues to the appropriate leader when required.
• Screen and redirect incoming calls, including cold calls, to the appropriate leader or department.
• Monitor the Executive’s email, organize and file correspondence, identify outstanding items and proactively follow up on matters requiring attention.
• Draft, prepare and coordinate correspondence, transmittals, submissions, letters and other communications on behalf of the Executive.
• Review invoices and supporting documentation for accuracy and completeness, obtain required approvals and submit for processing.
• Manage incoming and outgoing mail and correspondence.
• Liaise professionally with internal leaders, Team Members and external consultants, partners and other stakeholders.
• Build and maintain positive, professional relationships with a wide range of internal and external contacts.
• Respond to inquiries