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Executive Assistant

Oakville, ON L6K 0C7

Job ID: 14895 Type: OS - Admin & Corporate Services

Executive Assistant

Tired of commuting downtown? Enjoy planning corporate events? This might be the role for you.  Located in Oakville, our client offers a great corporate culture, on-site gym, bonus and benefits ++

In this exciting role you will be responsible for providing administrative support to a senior leadership team as well as managing corporate events.   

RESPONSIBILITIES

Executive Support
 
  • Develop and implement process improvements to maximize efficiencies including managing executive electronic filing, access and retrieval
  • Proactive management of the corporate calendar, Executive calendars, task lists, e-mail and coordination of travel, meetings and conference calls
  • Prepare correspondence including editing, finalizing, monthly communications and bulletins on behalf of the Executive Team
  • Organize meeting material and minute taking and preparation for Senior Leadership Team meetings/Association meetings
  • Managing expenses; including invoice payments and expense management accounting, investigating and sourcing cost-effective purchases and practices 
  • Liaise with internal departments and external organizations and associations on behalf of the President and members of the Senior Leadership Team
  • Monitoring emails and communications of time sensitive nature on an ad-hoc basis to ensure we are able to meet service deliverables for the board and Senior Leadership Team members in a timely manner
  • Complete special projects and assist with the Corporate Program Management as required



Board Support
  • Act as a back-up for the Corporate Secretary of the Board function as required (board committee and board meetings – governance practices and minute taking/preparation)
  • Compose and/or edit Board-related documents and correspondence in relation to Committee and Board meetings 
  • Work with the Corporate Secretary of the Board on tasks, including but not limited to, food and beverage requirements for Board/Committee meetings, set-up/clean-up for meetings, managing the weekly Clippings and Articles function and assistance with contract management
  • Prepare Quarterly Management Report



Event Management
  • Planning and coordinating various business and community events – internal and external
  • Organize meetings and executive functions including securing locations, set-up/clean-up, determining food and beverage menus, sourcing and selecting entertainment/gifts and determining transportation logistics, when required
  • Event management (Halloween, Santa Claus parade, Holiday event etc.)   including logistics (communication, location, meals, equipment, materials, RSVPs, and travel etc.). 
  • Other duties as assigned


 

Requirements
  • Degree or Diploma

 
  • 5 – 10 years’ experience working in a senior Executive Assistant or Board Assistant role
  • Demonstrate sound judgment and decision-making skills with appropriate level of discretion
  • High degree of professionalism
  • Ability to work a flexible schedule
  • Organized with a high level of dependability and proactive attitude
  • Excellent interpersonal and communication skills (written and verbal) and ability to work with individuals at all levels of the organization
  • Display strong initiative, work proactively and regular on-going communication to meet the needs of the Senior Leadership Team and the Board of Directors
  • Keen attention to detail with emphasis on format, structure, grammar, punctuation, consistency, adherence to standards and spelling
  • Ability to prioritize appropriately in a demanding and fast-paced environment
  • Ability to deal calmly and effectively in high stress situations
  • Advanced computer skills

Please forward resumes to: Martha Orr at: morr@deangroup.ca

 

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