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Executive Administrative Assistant

Executive Administrative Assistant

PeopleToGoRichmond Hill, Ontario, Canada
30+ days ago
Salary
CA$45,000.00 yearly
Job type
  • Quick Apply
Job description

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.