Executive AssistantRobert Half • Markham, ON

Executive Assistant

Robert Half • Markham, ON

30+ days ago

Job type

Permanent

Quick Apply

Job description

Job Posting : Executive Assistant & Office Manager

We are seeking an experienced and proactive Executive Assistant & Office Manager to provide comprehensive support to our executive team and ensure seamless office operations. This is an exciting opportunity for someone who thrives in a dynamic, fast-paced environment and is passionate about organizational efficiency and exceptional service.

Key Responsibilities

Executive Assistant Duties :

Calendar and Contact Management : Coordinate executive schedules and contact lists, proactively prioritizing meetings, appointments, and travel plans.
Inbox Management : Oversee and manage multiple executive inboxes to facilitate prompt responses and efficient workflow.
Travel Coordination : Arrange detailed domestic and international travel, including flights, accommodation, transportation, and itineraries.
Meeting Preparation : Prepare materials, coordinate logistics, handle meeting setup, manage follow-ups, and communicate with internal and external stakeholders.
Email and Communication Management : Draft, review, and manage correspondence, including responding to emails on behalf of executives when appropriate.
Project Support : Assist the executive team with special projects, research, and presentations, ensuring clear communication and adherence to deadlines

Office Manager Duties :

Front Desk Support : Serve as the first point of contact for visitors and callers, manage mail, deliveries, and general email, and greet all guests professionally.

Banking : Handle deposits and other basic banking tasks securely and accurately.

File Management : Organize and maintain both physical and digital filing systems for easy access and accuracy.

Office Operations : Manage day-to-day office logistics, including supply procurement, equipment and technology support, and vendor relationships.

Facilities Management : Oversee office maintenance, repairs, cleaning services, and enforce safety protocols as required.

Team Support : Provide general administrative assistance to team members, including scheduling, document preparation, and meeting coordination support.

Vendor Management : Build and maintain positive relationships with vendors for office supplies, equipment, service agreements, and maintenance to ensure cost-effectiveness and quality service.

Event Coordination : Organize and execute company events, meetings, and team-building activities.

Qualifications and Skills

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint, OneDrive) and scheduling software (e.g., Outlook, Teams).

Exceptional communication, organizational, and time-management skills.

Proven ability to multitask and prioritize assignments in a fast-paced environment.

Strong discretion and confidentiality in handling sensitive information.

Advanced problem-solving skills and high attention to detail.

Collaborative team player with a positive and upbeat attitude.

Our specialized recruiting professionals apply their expertise and utilize our proprietary AI to find you great job matches faster.

Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. All applicants applying for Canadian job openings must be authorized to work in Canada.

Only job postings for jobs located in Quebec appear in French.

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Executive Assistant • Markham, ON

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