Is this job for you?:
We are currently seeking a highly organized and detail oriented Executive Administrative Assistant who will be responsible for various day-to-day administrative operation and coordination for members of the Executive Team. This is a highly visible role in which you will exercise great discretion with confidential and delicate information.
Organizing and coordinating the flow of correspondence (internally and externally), submissions, briefing materials and other information and requests so that priorities are set and deadlines met.
Play an active role in collecting and compiling planning, budgeting, and other material from various departments and formatting them in a presentable and easy to understand layout for various members of the executive leadership team.
Work directly with senior leaders, department heads, and external stakeholders to follow up on projects, outstanding requests, and other timely matters.
Prepare correspondence, memos, reports and presentations, including composing and editing work – with a high degree of professionalism
Play an active support role in preparing, formatting, issuing, and responding to business proposals on behalf of the executive team.
Prepare and compile meeting agendas. I.e. invite guests, distribute packages, record meeting minutes and follow up on action items
Maintain a calendar of industry association conferences and key dates
Maintain records, databases and/or other reports and spreadsheets for executive and departmental needs
Receive and respond to telephone calls and a variety of correspondence (letter, emails, memos) – and determine how best to respond to the correspondence
Liaise with external stakeholders as well as employees from all levels of the organization
Coordinate the logistics of team-building and off-site meetings
Accurately maintain confidential filing system
Assist in managing calendars for members of the Executive Team, including coordinating and scheduling meetings, teleconferences, and travel arrangements
Assist in preparation and submission of expense claims
Assist with special projects as required
High school diploma
Degree, Diploma or Certificate in Business Administration, Office Administration, or other administrative management program
A combination of five years related experience, education and training
Must be legally eligible to work in Canada without sponsorship
Knowledge and Skills Required:
Minimum of 5 years Executive Assistant experience
Exceptional administrative and organizational skills
Self-starter who is able to work with minimal supervision
Excellent writing and oral communication skills; both verbal and written
Proficient with MS Office (Word, Excel, PowerPoint)
Ability to edit and proofread documents, including effective use of document tracking
Strong business acumen and attention to detail
Ability to meet aggressive deadlines and juggle multiple priorities
Ability to handle extremely confidential and sensitive information
Must have the ability to work in a team setting supporting multiple clients
Utilization of tact, diplomacy, discretion and professionalism consistent with supporting a senior executive’s office
Why The Brick?:
Flexible “ employer - paid ” benefits including Health, Dental and Paramedical Services for you and your family
Career progression program
Access to free personal development training through "The Brick University"
Employee discounts & Personal "Paid" days off
Recognition, incentives, prizes and giveaways!