Executive AssistantChisholm, Fleming and Associates • Markham, York Region, CA

Executive Assistant

Chisholm, Fleming and Associates • Markham, York Region, CA

30+ days ago

Job type

Full-time

Job description

Executive Assistant

At Chisholm, Fleming and Associates (just call us CFA), we understand that hiring the right people isn’t just about us—it’s about you. We ask, what’s in it for you?

Why Join Us?

Innovative Environment : Work in a diverse, inclusive space where creativity is encouraged, and new ideas are always welcome
Professional Growth : Whether you’re just starting out or looking to advance your career, we offer hands-on learning, mentoring, and training opportunities
Career Development : In a smaller company like ours, you’ll take on more responsibility, earn greater recognition, and have a bigger impact on our success
Employee-Centric Culture : We know that retaining great employees is key, and we’re committed to making CFA a place you’ll love to work
Work-Life Balance : We understand life gets busy, and we support you in balancing your professional and personal life
Legacy of Excellence : Be part of one of Ontario’s oldest engineering consultancies, with a 60-year history and a forward-looking vision

If these sound like the right reasons to join a company, we’d love to hear from you!

Key Responsibilities :

Provide top-notch administrative support to our executives, managing calendars, scheduling meetings, and organizing travel

Handle confidential information with utmost discretion and professionalism

Prepare and coordinate materials for meetings, presentations, and reports

Act as the primary liaison between executives and internal / external stakeholders

Assist with personal tasks and errands for executives as needed

Manage all correspondence, including emails, phone calls, and mail

Conduct research to support executive decision-making

Organize and maintain both physical and digital files and records

Plan and execute company events, meetings, and conferences

Perform other administrative duties to support the smooth operation of the executive office

Detailed Responsibilities :

Proactive Management : Take ownership of tasks and assignments, ensuring successful completion with effective communication

Efficient Workflow : Create and maintain effective workflow and communications, handling multiple projects and tasks simultaneously

Schedule Coordination : Manage the Director’s schedule, prioritize appointments, and proactively resolve conflicts

Professional Representation : Be an ambassador for CFA, ensuring all interactions reflect positively on the company

Event Planning : Organize functions and special events, including conferences, seminars, and corporate events

Presentation Preparation : Assist with the creation of business presentations and electronic materials

Research : Perform detailed internet searches and research relevant subjects and documents

Administrative Support : Provide general information, refer inquiries, and file correspondence and reports

Mail and Deliveries : Prepare courier pick-ups, distribute mail, and manage administrative tasks for proposals or projects

Employee Support : Organize employee reviews, participate in recruitment, and coordinate onboarding

Client Interaction : Support client meetings for business development and follow up on project matters

Document Review : Assist with the review and preparation of client agreements, ensuring accuracy and compliance

Office Management : Maintain an orderly office environment and oversee custodial services

Health and Safety : Participate in the Joint Health and Safety Committee

Qualifications :

Previous experience in a senior administrative position

Experience in professional services is a plus

Advanced skills in Microsoft Word, Excel, PowerPoint, and Outlook

Exceptional attention to detail and organizational skills

Proven ability to prioritize tasks effectively

Excellent interpersonal, written, and verbal communication skills

Ability to exercise good judgment, initiative, and proactivity

High standards of ethics and confidentiality

Proficiency with social media platforms

How to Apply :

Ready to join us? Apply below or email your cover letter and CV to careers@chisholmfleming.com.

Chisholm, Fleming and Associates is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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Executive Assistant • Markham, York Region, CA

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