Executive Assistant

Responsibilities

• Receives and screens incoming telephone calls, takes messages as appropriate. Elicits necessary information to allow timely and accurate responses.
• Prepares executives for meetings and provides them with the necessary documents and supporting information.
• Develops and maintains strong, customer-focused relationships with all stakeholders.
• Develops and maintains a well-organized filing system that permits easy reference and rapid retrieval of information.
• Coordinates and prioritizes corporate executives’ email, calendar meetings and travel schedules. Arranges travel, hotel, and car reservations and prepares itineraries.
• Works autonomously and effectively with confidence, without direct supervision or guidance.
• Provides accurate Word, Excel and PowerPoint support by creating and/or editing a variety of documents.
• Ensures departmental compliance with timelines, reporting, etc.
• Organizes meetings and/or special events including, negotiating, arranging for catering, locations and distribution of information.
• Creates and maintains templates for forms, letters, tracking spreadsheets, etc.
   

Qualifications

• Postsecondary degree or diploma or certificate in office administration program considered an asset
• 6 years of progressive experience as an administrative assistant, including a minimum of 3 years’ experience supporting senior-level managers and/or district executives.
• Self-management skills to plan, organize, prioritize and delegate tasks with conflicting deadlines in a fast-paced environment.
• Excellent verbal and written communication skills; able to communicate to an executive audience with superior professionalism and act with discretion when handling confidential and privileged information.
• Willing and able to work in and adapt quickly to change.
• Ability to manage email and calendars of others and anticipate and adapt to various work styles.
• Professional and service-oriented approach internally and externally, with the ability to effectively handle difficult calls and situations.
• General construction knowledge is considered an asset, to understand terminology and processes when drafting correspondence.
• Advanced skills (i.e. formulas, macros, mail merge, animation, invitations) of Microsoft Office Suite (Word, PowerPoint, OneNote, and Outlook) including superior skills in editing, creating, editing and proofreading documents/presentations.
• Expert knowledge in using Sharepoint.
• Interest in learning new software and technologies; previous experience with InDesign considered an asset.