Bilingual -Executive Administrative Assistant

ES Management Group Inc.; Ontario (CA); On-site; Full time

Job summary

A leading company in Ontario is seeking a Bilingual Executive Administrative Assistant to provide high-level support to senior executives. The role involves managing schedules, handling confidential information, and facilitating communication. The ideal candidate will have strong organizational skills and experience in administrative support. This full-time position offers a dynamic work environment with opportunities for professional growth.

Qualifications

• Minimum of 5 years of experience in an executive administrative support role.

Responsibilities

• Coordinate the executive's schedule and manage high-volume travel arrangements.
• Serve as the primary point of contact for internal/external stakeholders.
• Create, edit, and maintain documents and reports.

Skills

Communication

Organizational Skills

Time Management

Education

Bachelor's Degree in Business Administration

Tools

Microsoft Office Suite

Job description

As a Bilingual Executive Administrative Assistant, you will play a crucial role in providing high-level administrative support to our senior executives. Your proactive approach, excellent organizational skills, and professional demeanor will be highly valued. You will be entrusted with handling confidential information, managing schedules, and facilitating communication within the organization, making you an integral part of our operations.

Schedule: Onsite - In Office - 8AM-5PM, Monday - Friday

Key Responsibilities:

1. Calendar Management: Coordinate the executive's schedule, including meetings, appointments, and high-volume travel arrangements. Prioritize and manage multiple projects simultaneously and follow through on issues promptly.
2. High-Volume Calls and Emails: Serve as the primary point of contact between the executive and internal/external stakeholders.
3. Document Management: Create, edit, and maintain documents, presentations, and reports. Organize and maintain electronic and paper filing systems, ensuring the confidentiality of sensitive information.
4. Project Support: Assist with special projects and initiatives as assigned by the executive. Conduct research, compile data for reports and presentations, and track project progress.
5. Travel Arrangements: Plan and book travel itineraries, including flights, accommodations, and ground transportation. Prepare travel expense reports and manage reimbursement processes.
6. Office Management: Oversee office supplies and equipment, coordinate with IT and facilities teams, and assist HR with wage garnishments and employee verification forms. Assist in budget preparation and expense tracking, handle invoices, process payments, and manage financial records.
7. Relationship Management: Build and maintain positive relationships with clients, partners, and stakeholders. Represent the executive professionally during interactions.
8. Confidentiality and Discretion: Handle sensitive information with utmost discretion and professionalism.

Position Requirements:

• A bachelor's degree in business administration, communications, or a related field is preferred.
• Minimum of 5 years of experience in an executive administrative support role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills.
• Ability to work independently and as part of a team.

Location: ES Management - Corporate

Employment Type: Full-Time

Shift: Not applicable

Exempt / Non-Exempt: Exempt

Pay Scale: Starting at $23

EOE Statement: We are an equal employment opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, disability status, veteran status, or any other characteristic protected by law.

This position is currently accepting applications.