Job Title: Executive Administrative Assistant Location: Richmond Hill, ON Type: 12 month contract Salary equivalent: $45K Hours: Mon to Fri; 8am to 5pm Overview: Our client is seeking and Executive Administrative Assistant to work with the President of a large Information Technology group.
The successful candidate will have a minimum of 3, preferably 5 years of executive administrative experience working with senior management and be used to working with highly confidential information with integrity, tact and diplomacy.
Role: Calendaring: -monitor Presidents calendar regularly, update as required and provide as much info as possible in each entry, -take minutes of meeting and distribute to all members of the group -expense receipt completion and submission -create webinar/conference call information and send to field staff a day or two before the actual meeting, -prepare appropriate awards, Make It Happen/Service awards, Expense Reporting: -Prepare receipts for expense reports and process -Prepare travel itinerary for President and keep copies of receipts for expensing -Reconcile receipts with invoices against credit card purchases Org Chart Updates: -Update Organization chart for changes/adds, deletions Awards:
-Service award organization and preparations -Team Awards; collect nominations and prepare awards and prize give outs and update spreadsheets with award information for taxation purposes: Library: -Notes database, update dbase for those who have borrowed books online via Chapters/etc., -Maintenance of the database-regularly go into the database and send reminder emails for overdue books, Directory Advertising: -Yellow Pages advertising Offsite Meetings: -Based on the type of meeting, budget and how many people -Prepare for executive Visits to Toronto: Agenda should be shared with visitors prior to arrival, -Work with AA for travel plans and book airport limo if required, book hotel accommodations and organize ground transportation depending upon the executive. -Order lunch or arrange for catering as needed. -Organize special events: Golfing, season tickets etc Skills Required: -Education: Relevant education -Minimum of 3, preferably 5 years of recent and related administrative assistant experience working with upper management -Qualified, well organized, outgoing, pleasant and personable with excellent presentations skills -Strong communications skills; articulate with a high level of integrity -Pleasant with strong presentations skills along with good business acumen -Strong keyboarding and documentations skills along with proficiency in the use of MS Office suite.