Executive Assistant
Looking for an EXPERIENCED AND VERSATILE Executive Assistant.
Passionate, dedicated and willing to persevere in the face of adversity The type of person who loves working in a small, family-like, entrepreneurial environment Great at supporting projects with multiple components and team members involved Great at implementing streamlined process methodologies to ensure team members are staying efficient and focused on objectives and outcomes DETAILED ROLE OVERVIEW Executive Support: E-mail filtering, organization and replies as per "Reaction Rules" of Director inbox Managing personal and work calendars for Director (i.e., booking, rescheduling, recurring events, etc.)
Supporting Director in personal tasks and/or delegating to another team member as required Creating your role’s “Educational Resource” using SOP templates (i.e., documenting all processes/tasks so to create a centralized repository of custom workflows and best practices) Keeping the office rooms organized and in order Constantly looking for business process optimization opportunities where costs are minimal Play a critical role on the team in ensuring deliverables are always met accurately and on time Valid driver’s license with clean driving record Project Ownership and Support:
Provide project support and ownership, where needed.
Ongoing project monitoring and project tracking across the team Ongoing assessment of potential delays affecting project deadlines highlighting key issues to the President Prepare project reports, presentations, and communications to a high standard Business Operations Support Develop and implement efficiencies to streamline business processes Maintain all hard copy and digital records for on-going executive projects Comfortable learning, using and eventually automating some tasks using pre-existing software.
Constantly follow up with necessary points of contacts Ability to Problem Solve - develop alternative actionable solutions when information is provided or self-attainable Strong sense of responsibility and ability to complete tasks with minimal supervision (initial training and support is always provided) Impeccable written and oral communications skills Administrative Tasks:
Answer phones and direct calls to appropriate team members Scanning, filing, faxing and filling of documents as needed Support Directors and Management with various requests for scheduling calls, meeting setup, etc.
Joining meetings for note taking and sending out meeting minutes/follow up actions to team members Creation and management of all business contacts into outlook system Creation of Process documents to create standardization of processes Management and Organization of SharePoint site Payments to service providers/ vendors or depositing of cheques Organizing/Scheduling of activities or work required Business Purchasing:
Purchasing products/supplies/tools as required by the business regularly Ensuring receipts and records are kept of all items purchased as required by accounting team Ensure items are received and manage returns end to end where necessary Required
· High Level of Organization: this is CRUCIAL for this role and for your success at our company.
Your will be involved in work that requires high attention to detail.
Taking notes, listening, asking questions and double checking the work you do is extremely important.
Very comfortable on the computer using outlook, excel and other Microsoft products and learning new tools on the computer.
Whether it be new applications required, processes or ways we do things.
The learning will be ongoing and continuous with the objective of improving what/how we do, simplifying and reducing complexity!
· Resourceful/Outcome focused:
Using different approaches where existing don’t work to achieve the end goal
· Great listening skills:
Whether instructions or to feedback
· Positive Attitude/Energy
· Team Player/Love to work with others Required Experience/Education o Post-secondary education in business, computers, or office management OR/AND…
To Search, View & Apply for jobs on this site that accept applications from your location or country, tap here to make a Search: