The Executive Assistant will organize and manage administrative activities for the designated Executive(s) at the Corporate / Regional level.
Responsibilities include; calendar and meeting coordination, travel planning, communications, presentation development, event management, promotional activities, and organizing activities.
Role Responsibilities :
Manage calendars, email and contact lists. Schedule appointments, screen calls, and correspondence; respond independently whenever possible.
Process / redirect incoming communication. Prepare packages.
Track dates, deadlines and special events, issuing reminders regarding timing conflicts and specific requirements.
Prepare meeting documentation including agenda’s, support materials, presentations.
Prepare PowerPoint presentations. Create advanced documents, professional emails and letters.
Maintain files and SharePoint data.
Support the organization and planning of internal and external initiatives and events.
Process invoices and manage expense reports. Track expenses, verify, reconcile and prepare reports.
Arrange complex and detailed travel plans and itineraries.
Organize and coordinate meetings, including setup of conference calls / video equipment. Issue invitations, coordinate agenda, facilitate communication and prepare materials.
Record, compile and distribute meeting minutes and monitor for follow-up.
Arrange programs, events or conferences by coordinating facilities, invitations, speakers, and negotiating rates. Monitor expenses and facilitate the flow of events.
Manage vacation schedules and timesheets for Executives’ direct reports.
Maintain inventory of promotional materials, general office supplies and equipment.
Manage phone plans, email accounts, and system access (IT forms) for department. Provide support on technical procedures and equipment.
Conduct research, compile information and collect metrics from various sources to produce draft reports, documents and presentations.
Front reception coverage for breaks and vacation.
Is willing to work safely with minimal environmental impact and understands the importance of reporting all hazards, incidents, and environmental spills immediately to their Supervisor.
Understands that they play an integral role in their own safety and that of their colleagues and is willing to speak out when hazards are present
Perform other duties as assigned.
Qualifications / Skills / Job Requirements :
Minimum of 5+ years in an administrative support role at least 3 of which are supporting at an executive level.
Post-secondary education preferred, in office administration, business or related field.
Maintain confidentiality and professionalism at all times.
Advanced skills in Microsoft Word, PowerPoint, Excel, and SharePoint.