Description:

As the Executive Assistant, you will provide administrative support to the President and Canadian Leadership Team (CLT). The EA will provide front desk/reception coverage while providing a positive welcoming experience for our customers, suppliers, visitors, and guests. A critical role in the organization, the Executive Assistant works 5 days per week on-site and is involved with all levels of the organization and executes Company projects and functions as assigned. You will be responsible for managing calendars, travel, expenses, and handling details of a highly confidential nature.

Position: Executive Assistant

Job Type: Full Time

Schedule: Monday-Friday 8:30 am-5:00 pm

Language Requirements: English

Location and Working Conditions: On-Site – Vaughan

Annual Salary: $70,000 – $75,000

Job Responsibilities:

• Performs administrative duties for President and CLT including arranging meetings/appointments/conference calls, video conferencing, answering/screening/directing telephone calls and visitors, taking and distributing meeting notes.
• Arranges travel and corporate/team meetings and events by developing itineraries/agendas, booking transportation, arranging lodging, catering, and meeting accommodations, processing expense reports, boardroom bookings for Town Halls.  Manages air travel credits on cancelled flights and American Express points redemptions.  Participates in Company Social Committee making arrangements for various events (BBQ, holiday party etc.)
• Organizes, arranges appropriate approvals and purchases supplies (office/kitchen, company swag, operations clothing). Sources and meets with vendors as appropriate.
• Produces documents, correspondence, proposals, presentations, reports and emails which include mass communications to all associates.
• Responds to customer calls when required and assists with customer presentations.
• In conjunction with other teams as required, contact vendors for repairs in office equipment.
• Completes projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others; monitory process, problem-solving, making adjustments to plans.
• Acts as Reception and acts as a back up to Accounting by taking deposits to the bank. Takes outgoing mail to mailbox.
• Provides calendar/vacation management to CLT as required.
• Provides support with Company Trade Show participation.
• Assists CLT with various tasks and special projects.
• Performs all duties and responsibilities in an ethical manner and in accordance with Company policies and procedures.
• Performs other job duties as required.