Executive Assistant

Looking for an EXPERIENCED AND VERSATILE Executive Assistant.

We are looking for an amazing
Executive Assistant who is:

• Passionate, dedicated and willing to persevere in the face of adversity
• The type of person who loves working in a small, family-like, entrepreneurial environment
• Great at supporting projects with multiple components and team members involved
• Great at implementing streamlined process methodologies to ensure team members are staying efficient and focused on objectives and outcomes

DETAILED ROLE OVERVIEW

Executive Support:

• E-mail filtering, organization and replies as per "Reaction Rules" of Director inbox
• Managing personal and work calendars for Director (i.e., booking, rescheduling, recurring events, etc.)
• Supporting Director in personal tasks and/or delegating to another team member as required
• Creating your role’s “Educational Resource” using SOP templates (i.e., documenting all processes/tasks so to create a centralized repository of custom workflows and best practices)
• Keeping the office rooms organized and in order
• Constantly looking for business process optimization opportunities where costs are minimal
• Play a critical role on the team in ensuring deliverables are always met accurately and on time
• Valid driver’s license with clean driving record

Project Ownership and Support:

• Provide project support and ownership, where needed.
• Ongoing project monitoring and project tracking across the team
• Ongoing assessment of potential delays affecting project deadlines highlighting key issues to the President
• Prepare project reports, presentations, and communications to a high standard

• Develop and implement efficiencies to streamline business processes
• Maintain all hard copy and digital records for on-going executive projects
• Comfortable learning, using and eventually automating some tasks using pre-existing software.
• Constantly follow up with necessary points of contacts
• Ability to Problem Solve - develop alternative actionable solutions when information is provided or self-attainable
• Strong sense of responsibility and ability to complete tasks with minimal supervision (initial training and support is always provided)
• Impeccable written and oral communications skills

Administrative Tasks:

• Answer phones and direct calls to appropriate team members
• Scanning, filing, faxing and filling of documents as needed
• Support Directors and Management with various requests for scheduling calls, meeting setup, etc.
• Joining meetings for note taking and sending out meeting minutes/follow up actions to team members
• Creation and management of all business contacts into outlook system
• Creation of Process documents to create standardization of processes
• Management and Organization of SharePoint site
• Payments to service providers/ vendors or depositing of cheques
• Organizing/Scheduling of activities or work required

Business Purchasing:

• Purchasing products/supplies/tools as required by the business regularly
• Ensuring receipts and records are kept of all items purchased as required by accounting team
• Ensure items are received and manage returns end to end where necessary

Required

·
High Level of Organization:this is CRUCIAL for this role and for your success at our company.

·
Detail oriented:Your will be involved in work that requires high attention to detail. Taking notes, listening, asking questions and double checking the work you do is extremely important.

·
High Computer proficiency:Very comfortable on the computer using outlook, excel and other Microsoft products and learning new tools on the computer.

·
Love to learn/ Growth Mindset:Whether it be new applications required, processes or ways we do things. The learning will be ongoing and continuous with the objective of improving what/how we do, simplifying and reducing complexity!

·
Resourceful/Outcome focused:Using different approaches where existing don’t work to achieve the end goal

·
Great listening skills:Whether instructions or to feedback

·
Positive Attitude/Energy

·
Team Player/Love to work with others

Required Experience/Education

o Post-secondary education in business, computers, or office management

OR/AND

Office Admin or Similar Position for 3-5+ years

Desired…