Description
If you are a proactive, highly organized professional, looking for a fast paced organization to work with, our CEO is in need of an Executive Administrative Assistant.
A confidential scheduler, managing documents, recording meeting minutes, replying to clients and senior managers will make up a portion of your job description.
Duties
The duties required, but not limited to:
- Manage and protect the executive calendar (Scheduling, rescheduling, reminders and meeting preparations)
- Coordinate site visits, client calls
- Client correspondence (drafting response(s) as needed)
- Prepare documents such as proposals, invoices, contracts, letters, meeting notes.
- Organize digital files and help to improve internal systems (Google tasks, Trello, Asana, ClickUp, Procore)
- Track expenses, receipts, job folders, purchase orders
- Communicate with Clients, suppliers, subcontractors and vendors to confirm details and timelines
- Support day-to-day office operations including supplies, records, administrative workflows
- Handle sensitive, highly confidential information with the strictest of confidentiality and discretion.
Qualifications
Your qualifications and skills should include:
- 2+ years of Executive Administrative Assistance experience (preferred) or
- 4+ years of administrative assistant and/or office administrator
- Strong verbal and written communicator
- Phenomenal organizer and an eye for detail
- High level of professionalism, discretion and reliability
- Comfortable using Microsoft Office and/or Google Workspace (Docs, sheets calendar drive)
- Strong time-management and organizational skills with the ability to prioritize tasks.
- Experience with scheduling and coordinating multiple stakeholders
- Acting as the primary point of contact, managing emails, and screening phone calls or visitors.
- Assisting with special projects, organizing company events, and taking minutes in meetings.
- Sage Accounting knowledge (bonus)
- Experience supporting trades, construction and/or service based business' (bonus)
Additional Info
This full-time position is poised to be a positive addition to the company. We are a fast-paced organization, progressive and looking to grow and adapt to the needs of our staff of professionals and clients alike.
Hourly rate of pay will be based on experience plus an annual bonus. This unique position can be an In-house office position or has the possibility of being part time Hybrid.
Education
- A high school diploma is required
- A bachelor’s degree or relevant certification is preferred
- Administrative diploma
- Essential Management Skills
Benefits
- Extended health care
- Dental care
- Vision care
- Disability insurance
- Life insurance
- Paid time off
- RRSP matching
- Flexible schedule
- Mileage reimbursement
- Company events