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
Executive Administrative Assistant • Richmond Hill, Ontario, Canada
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