Overview
Executive Assistant Jobs in Brampton, Ontario, Canada at Weston Forest
Title: Executive Assistant
Company: Weston Forest
Location: Brampton, Ontario, Canada
Location: HQ
Working Schedule: Mon-Fri 8am to 5pm
The Executive Assistant is responsible for a wide variety of administrative duties in support of the President and other senior leadership members. Duties include but are not limited to reception, arranging travel plans, meeting minute-taking and distribution, scheduling appointments and drafting both internal and external correspondence. The Executive Assistant is also required to maintain confidentiality and professionally interact with employees, management and the public. Other duties shall be assigned as necessary.
Duties & ResponsibilitiesExecutive Support:
Provide direct administrative and office management support to all members of the senior leadership team, as directed.
Maintain work schedules and calendars of senior leadership.
Prepare travel schedules, book travel arrangements, and make reservations for senior leadership.
Coordinate logistics of leadership team programs including meetings, seminars, workshops, special projects, and events; additionally, take and transcribe meeting notes. Prepare for quarterly board and monthly meetings as well as for the Town Hall
Review all documents, reports, and correspondence prepared for executive signatures as necessary
Preparation and collection of information for professional senior leadership team presentations to Global, Customers, etc
Follow up on To-Dos as well as assignments and commitments from senior leadership team meetings to ensure timelines are met from the responsible parties
Prepare draft reports, background documentation, and research.
Project Coordination:
Ensure the coordination of the SLT projects, ranging from strategic planning initiatives to tactical activities
Establish a Project Charter for each approved project, defining the projects goals, objectives, risks, assumptions, staffing levels, roles and responsibilities, work breakdown structure, milestones, and deliverables
Coordinate with applicable SLT on project activities throughout lifecycle, including the allocation of adequate resources, scheduling, documentation, budget, and other factors necessary for success
Conduct meetings and forums on various initiatives and projects that are part of the President’s scope
Produce regular reports (status, escalations, etc.) on the progress of projects; deliver these reports during regular stakeholder meetings
Identify and resolve conflicts within project teams and associate work; create contingency plans to mitigate risk
Office Administration:
Refer and/or redirect calls, e-mails, or visitors as required, backup reception duties for the Canadian Corporate/Ontario office as required
Coordinate office activities, including office social events
Troubleshoot and/or escalate office administration issues.
Present a positive and professional image of the executive office to all visitors, suppliers, inquiries, and other persons.
Other duties shall be assigned as required
KNOWLEDGE & SKILLS REQUIRED
Post-Secondary Diploma in Business or Office Administration, or relevant discipline, required.
5-7 years’ experience in an Administrative role preferred.
Strong knowledge of office procedures and practices.
Positive disposition and can-do attitude that is both inspirational and influential
Exceptional skills with Microsoft Office Suite (Outlook, Word, Excel, Power Point) – including advanced skills with Excel
Resourceful and flexible.
Exceptional Communication and Interpersonal skills
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