Executive Administrative Assistant

Job Title: Executive Administrative Assistant
Location: Richmond Hill, ON
Type: 12 month contract
Salary equivalent: $45K
Hours: Mon to Fri; 8am to 5pm

Overview:

Our client is seeking and Executive Administrative Assistant to work with the President of a large Information Technology group. The successful candidate will have a minimum of 3, preferably 5 years of executive administrative experience working with senior management and be used to working with highly confidential information with integrity, tact and diplomacy.

Role:

Calendaring:
-monitor President’s calendar regularly, update as required and provide as much info as possible in each entry,

-take minutes of meeting and distribute to all members of the group
-expense receipt completion and submission

-create webinar/conference call information and send to field staff a day or two before the actual meeting,

-prepare appropriate awards, Make It Happen/Service awards,

Expense Reporting:

-Prepare receipts for expense reports and process
-Prepare travel itinerary for President and keep copies of receipts for expensing

-Reconcile receipts with invoices against credit card purchases
Org Chart Updates:

-Update Organization chart for changes/adds, deletions

Awards:

-Service award organization and preparations
-Team Awards; collect nominations and prepare awards and prize give outs and update spreadsheets with award information for taxation purposes:

Library:

-Notes database, update dbase for those who have borrowed books online via Chapters/etc.,

-Maintenance of the database-regularly go into the database and send reminder emails for overdue books,

Directory Advertising:

-Yellow Pages advertising

Offsite Meetings:

-Based on the type of meeting, budget and how many people

-Prepare for executive Visits to Toronto: Agenda should be shared with visitors prior to arrival,

-Work with AA for travel plans and book airport limo if required, book hotel accommodations and organize ground transportation depending upon the executive.
-Order lunch or arrange for catering as needed.
-Organize special events: Golfing, season tickets etc

Skills Required:

-Education: Relevant education
-Minimum of 3, preferably 5 years of recent and related administrative assistant experience working with upper management
-Professional, well organized, outgoing, pleasant and personable with excellent presentations skills
-Strong communications skills; articulate with a high level of integrity
-Pleasant with strong presentations skills along with good business acumen
-Strong keyboarding and documentations skills along with proficiency in the use of MS Office suite.