Executive Assistant (Woodbridge)

The Executive Assistant will provide support to the Company’s President and the Board of Directors through the President. The Executive Assistant will also provide general administrative support to the organization and senior leadership team as required as well as backup assistance to the Director of Human Resources Responsibilities - Maintain the President’s calendar and scheduling requirements, reviewing requests and ensuring scheduling is consistent with workload demands, anticipating scheduling conflicts - Prioritize and re-route issues to ensure timely follow-up - Maintain the President’s filing systems - Screen phone calls to the President, re-route as necessary - Monitor incoming emails for actions, meetings, ensuring follow-ups - Provide requested information to external and internal contacts - Ensure the President is consistently aware and prepared to respond to issues requiring their attention - Compile and summarize information, including confidential information - Prepare various expense reports including board representation - Communicate and coordinate instructions to various internal and external individuals and departments - Support monthly tracking and reporting needs for the Company - Prepare the President for team meetings as well as complete minute taking and distribution of minutes - Prepare and send meeting agendas, oversee logistical aspects of meetings - Prepare for an plan for AGM meetings, including meeting packages, and notices - Assist the VP with governance related corporate records maintenance - Ensure seamless back office management for the office of the President including reception, attending to general phone calls and partner with IT to resolve any technical issues - Track inventory and ordering of office and kitchen supplies for the Company - Coordinate and plan Company meetings - Assist the Director of Human Resources with recruiting and staffing logistics, employee tracking systems, orientations, employee relations, compensation and perks administration, employee files, internal HR communication – as required for backup support Qualifications - Post-Secondary education in Business Administration, Office Administration or other related field - 5+ years of progressive administration experience including Executive level administration support - Experience in a formal corporate environment preferred - Knowledge and understanding of Board governance practices - Advanced compuer skills with MS Office, electronic calendar management systems, Zoom and SharePoint - Proven ability to manage complex calendars, coordinate meetings and events and balance competing priorities - Demonstrated organization, time management, and multi-tasking skills - Excellent written and verbal communication skills - Demonstrated professionalism, diplomacy and executive presence when interacting with internal employees and members of the public - Ability to exercise sound judgment, discretion, and a high level of confidentiality when handling sensitive information - Strong analytical and problem-solving skills with a proactive and solutions-focused mindset - High degree of accuracy and attention to detail #AB1 Apply on Kit Job: kitjob.ca/job/2oug5o