Executive Administrative Assistant Hill

Position: 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
Overview  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.
Responsibilities    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.
Qualifications

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

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