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 :

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.
30+ days ago