Connecting People with Executive Opportunities

Position: Executive Assistant
Reports To: President & CEO
Company: Original Equipment Manufacturer
Location: GTA
Career Type: Permanent
Date: January 2014

Position Objectives:

Executive support to the President & CEO and the Directors, in the area of administration, travel planning, meeting scheduling, presentations, reporting, etc. Plans and oversees President Office functions and provide support in all office administration. This individual assists the President on a broad range of tasks.

Job Description:

• Maintains President’s calendar, appointment and personal engagements
• Organizes discussion materials for meetings, attends meetings and takes minutes
• Serves as a project coordinator on special project and all administrative activities relating to the Company Head Office such as offsite and departmental meetings, manager meetings and team-building activities.
• Manager the office coordination including ordering supplies and mail distribution.
• Review and analyze operating procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures
• Seeks to ensure proper retention of electronic documents, business confidential information, and actively demonstrates an understanding of the need to safeguard competitive information in both electronic and non-electronic formats
• Resolves multiplicity of issues, employing Company principles and procedures; exercises personal experience, judgment, diplomacy and creativity to advance the goals of this office
• Acts as liaison between the President and Executive Board at WHQ and US Office
• Intercepts and responds to random inquiries, requests, telephone calls including preparing responses to requests from consumers, external vendors and media
• Creates documents via Word, Excel and PowerPoint; edits correspondence from other departments as submitted or requested; create presentations for external speeches
• Manages and organizes daily workload with a wide degree of latitude; anticipates situation-specific needs
• Work closely with the CEO on a daily basis and accompany the CEO on business meetings and entertainment
• Assists the CEO with special projects as needed; support in managing and controlling key projects for Company on executive level.

Qualifications:

• 7+ years administrative experience
• 3 to 5 years of experience supporting an Executive in a corporate environment preferred
• Must be fluent (verbal and written) in English and French
• Excellent written and verbal communication skills
• Ability to appropriately handle confidential information discretely
• Strong organizational skills
• Ability to exercise sound judgment and initiative
• Ability to operate independently with wide degree of latitude
• Accuracy & detail orientation
• Quick apprehension
• Problem-solving skills & critical thinking
• Self-directed
• Service-orientation
• Reliability
• Managing one’s own time and the time of others
• Proficiency with Microsoft Office, Intranet suites

Education:

• Minimum requirement is a Bachelor’s Degree in Business Management or equivalent level of experience