Executive Assistant
Toronto Poly Clinic
North York, Ontario, Canada
4d ago

Our company is searching for an experienced, reliable and task-oriented Executive Assistant. The Executive Assistant will work directly with C-level executives and will be responsible for performing a number of administrative duties.

The ideal candidate is highly self-motivated, independent, professional, and capable of managing their work-load and prioritizing tasks in a fast-paced corporate environment.

List of Responsibilities Include :

  • Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information;
  • and initiating telecommunications

  • Coordinate executive communications, including taking calls, responding to emails and interfacing with clients
  • Prepare internal and external corporate documents for team members and industry partners
  • Schedule meetings and appointments and manage travel itineraries
  • Arrange corporate events to take place outside of the workplace, such as golf tournaments, fund-raising events, and staff appreciation events
  • Welcomes guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries
  • Maintain an organized filing system of paper and electronic documents
  • Uphold a strict level of confidentiality
  • Develop and sustain a level of professionalism among staff and clientele
  • Prepares reports by collecting and analyzing information
  • Provides historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions
  • Completes projects by assigning work to clerical staff and following up on results
  • Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer’s instructions;
  • troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; and evaluating new equipment and techniques

    Executive Assistant Skills and Qualifications :

  • Must have strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities
  • Must be able to work independently
  • Friendly and professional demeanor
  • Written and verbal communication skills
  • Reporting skills
  • Supply management
  • Scheduling
  • Computer software skills including Microsoft Office, Quickbooks, Adobe Software
  • Time management skills
  • Presentation skills
  • Office equipment maintenance
  • Travel logistics
  • Proficiency in collaboration and delegation of duties
  • Education and Experience Requirements :

  • Bachelor’s degree preferred, but not required
  • Two to four years of administrative experience
  • Two to four years of executive assistant experience
  • Experience managing multiple calendars
  • Experience booking travel
  • About Toronto Poly Clinic

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