Executive Assistant; Temporary

Position: Executive Assistant (Temporary - 12 Months)
* Analyze incoming mail and correspondence for distribution/action by appropriate staff; initiate action on routine or procedural matters
* Establish, revise and maintain office organization and procedures to ensure efficient operation and recommend improvements
* Track tasks and projects to ensure appropriate prioritization of projects with respect to deadlines and organizational developments
* Assess the nature and sensitivity of verbal and written requests, and take appropriate action
* Maintain an accurate and detailed calendar, manage and log incoming scheduling requests, reschedule meetings, proactively communicate changes, and anticipate and respond to scheduling conflicts
* Plan events, such as off-site workshops, as well as retreats.  May include itinerary planning, travel, and overnight accommodation including negotiating corporate rates, and assisting facilitators in preparatory plans
* Prepare routine responses for signature; research and collect relevant documentation regarding more complex responses
* Maintain the security of highly sensitive and confidential matters
* Liaise with the internal team, provide support where necessary
* Undertake special assignments as requested
* Adopt and champion new technologies and business processes as required
* Liaise with internal / external communications / media and assist in coordinating the distribution of internal / external releases, as requested
* Perform Recording Secretary functions including scheduling meetings, drafting and distributing agendas; recording minutes and following up on action items
* Prepare specialized reports and provide options/recommendations as required
* Enter purchase requisitions, process purchase orders and assist with procurement of software and services through ERP system, supporting operational needs
* Execute administrative processes and procedures (e.g. travel expenses, vacation, meeting room preparation) in accordance with Corporate policies, guidelines and procedures.
* Monitor budget and work orders; reconcile invoices
* Process and record a variety of agreements and contracts
* Liaise with consultants retained.  Schedule meetings, process invoices for payment
* Field general questions / concerns raised by staff including fellow Executive Assistants pertaining to policies / procedures
* Ensure consistent and efficient interaction with others across the organization
* Liaise with key clients regarding customer enquiries, requests for information as well as requests for attendance / representation at meetings
* Review and edit documents
* Track and reconcile monthly cash expenses and credit card statement and complete and submit reports in a timely manner
* Respond directly to enquiries; calm customers whose concerns have escalated to the Executive level
* Perform other related duties as required
* Post-secondary education in a related field, preferably Office Administration
* Several years’ experience managing the administration of an Executive or Director level office
* Several years progressively responsible secretarial experience
* Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements
* Ability to work in a fast-paced and sometimes unpredictable environment; works well under pressure and tight deadlines
* Advanced grammar and a high level of detail orientation is essential
* English essential, both oral and written;
Bilingual (English/French) considered an asset
* Strong computer skills; proficient in the use of office productivity and collaboration tools, preferably Google Workspace and MS Office
* Working knowledge of Workday and JD Edwards considered an asset

If you are ready to join our company with this exciting opportunity please submit a
** cover letter
** and
** resume
* * to include how your qualifications suit this role.
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