Executive Administrative Assistant Hill

Job Title: Executive Administrative Assistant

Location: Richmond Hill, ON

Type: 12 month contract

Salary equivalent: $45,000

Hours: Mon to Fri; 8am to 5pm

Our client is seeking an 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.

• 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/additions/deletions
• Awards:
  • Service award organization and preparations
  • Team awards; collect nominations, prepare awards and prize give‑outs, 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
• 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.

• Education: Relevant education
• Minimum of 3, preferably 5 years of recent and related administrative assistant experience working with upper management
• Skilled, well organized, outgoing, pleasant and personable with excellent presentation skills
• Strong communications skills; articulate with a high level of integrity
• Strong keyboarding and documentation skills along with proficiency in the use of MS Office suite
• Good business acumen