Our Non For Profit client located in the Gloucester area is currently seeking a bilingual Executive Assistant for a short term contract to start as soon as possible.
The incumbent will be supporting the director of Finance & Administration. Hours are from 8 : 30 to 4 : 30.
Roles and Responsibilities
Prepares as required a variety of work including correspondence, reports, memoranda, agendas, minutes, forms and schedules.
This includes confidential information at the discretion of the Director.
Maintains a record of all Society credit cards issued and ensures that credit cards are properly authorized, accounted for and managed.
Ensures that credit cards are retrieved from staffs that are leaving Society employment. Provides direct liaison on behalf of the Society with the Credit Card Company to maintain credit cards, resolve credit limit issues and ensure accurate card billing records as required.
Maintains the Society’s corporate travel credit card records including liaising with the Society’s corporate travel agency, tracking and recording all travel billed to the Society’s corporate travel card and resolving outstanding billing issues as necessary.
Provides support to the Director of Finance and reporting departments with respect to ensuring that the necessary professional services contract files, vendor of record files and other procurement documentation is maintained in accordance with Society procedures.
Maintains the insurance records including all documentation with respect to policies, policy wording, invoices, documentation to / from the insurer regarding potential or actual civil suits and maintains the Society’s civil suits log as directed by the Director of Finance and Administration.
Assists as required, the Director and departmental staff in the researching, formatting, and / or compiling reports, and in statistical data collection and administrative control procedures.
Utilizes voice mail, e-mail and other communication tools to assist in departmental and interdepartmental communications in a timely and efficient manner.
Circulates information and documentation internally and externally; inputs, formats and revises documents; posts seminar / meeting notices of general interest.
Prepares draft and final correspondence signature ensuring that Society’s standards are followed with respect to format, procedural accuracy and ensures that all correspondence is checked for typographical errors, completeness and content.
Coordinates and facilitates meetings and schedule business appointments as determined by the Director. When required, provides support to the Executive Office by answering the Executive Office’s telephones and responding accordingly.
Qualifications and Experience
Must have :
Community College diploma
3 to 5 years of secretarial experience at an executive secretary level with demonstrated abilities and knowledge in office and accounting procedures.
Ability to type at 60 w.p.m, take minutes, working knowledge of and hands-on experience with word processing software including Microsoft Office.
Superior capability with Excel spreadsheet software.
Superior oral and written communication skills in English and French are required.
Education and Certifications
Minimum education required : College Diploma