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 :
Calendaring :
- monitor President’s 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
- Professional, 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.
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