Responsibilities
- Develops and maintains well-organized filing system that permits easy reference and rapid retrieval of information.
- Promptly receives and screens incoming telephone calls to the district executives, takes messages as appropriate. Elicits necessary information to allow timely and accurate responses and responds when appropriate.
- Greets all visitors, answers questions, and directs to meeting rooms, or connects them with staff members.
- Develops and maintains strong, customer-focused relationships with key stakeholders and decision makers.
- Organizes meetings and / or special events, including, negotiating, arranging for catering, locations, and distribution of information.
- Coordinates and prioritizes district executives calendar meetings and travel schedule. Arranges travel, hotel, and car reservations and prepares itinerary.
- Mentors and coach junior support staff.
- Demonstrates ability to work autonomously with confidence. Works effectively without constant and direct supervision or guidance.
Qualifications
- High school diploma required. Postsecondary degree or diploma or certificate in office administration program considered an asset.
- 6 years of progressive experience as an administrative assistant, including a minimum of 3 years’ experience supporting senior-level managers and / or district executives.
- Excellent verbal and written communication skills; able to communicate to an executive audience with superior professionalism.
- Self-management skills to plan, organize, and prioritize and delegate tasks with conflicting deadlines in a fast-paced environment.
- Ability to act with discretion when handling confidential and privileged information.
- Ability to establish and maintain effective relationships with key stakeholders and decision makers.
- General construction knowledge is considered an asset. Understands terminology and processes when drafting correspondence.
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