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 processPrepare travel itinerary for President and keep copies of receipts for expensingReconcile receipts with invoices against credit card purchasesOrg Chart Updates :
Update Organization chart for changes / adds, deletionsAwards :
Service award organization and preparationsTeam 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 advertisingOffsite Meetings :
Based on the type of meeting, budget and how many peoplePrepare 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 etcSkills Required :
Education : Relevant educationMinimum of 3, preferably 5 years of recent and related administrative assistant experience working with upper managementProfessional, well organized, outgoing, pleasant and personable with excellent presentations skillsStrong communications skills; articulate with a high level of integrityPleasant with strong presentations skills along with good business acumenStrong keyboarding and documentations skills along with proficiency in the use of MS Office suite.