(RC-165) | Executive Administrative Assistant

(RC-165) | Executive Administrative Assistant

Position SummaryThe Executive Administrative Assistant will be responsible for reporting to and working closely with the executive team in providing support to the daily operations and administration of senior management.Duties and ResponsibilitiesReporting to the President the duties and responsibilities of the Executive Administrative Assistant include, but are not limited to, the following:Preparing reports, memos, invoices letters, correspondence and other documents;Answering phones and routing calls to the correct person or taking messages;Filing and retrieving company records, documents, reports, and contracts;Researching and conducting data to prepare documents for review and presentation by executives;Coordinating,



and preparing for meetings and conferences;Accurately recording minutes from meetings;Greeting visitors and deciding if they should be able to meet with executives;Using various software, including word processing, spreadsheets, databases, and presentation software such as Microsoft Office;Making travel arrangements;Maintain diary, arrange meetings and appointments and provide reminders;Performing office duties that include ordering supplies and managing and controlling inventory;Managing a contact database;Updating, accessing, and managing contracts and agreements with vendors, and partners;Handling executives' requests and queries appropriately;Accessing our Collision Reporting and Occurrence Management System (CROMS) and related databases to pull statistical information, including reports.Processing requests for collision reports, both in person and through mail from citizens, lawyers and external partners from CROMS;Maintaining personnel information as required;Opening, sorting and distributing incoming faxes, emails,



mail and other correspondence; andProvide general administrative support.Other duties as assigned.Minimum RequirementsCertificate or Diploma in business administration or related program;Three to four (3-4) years of experience in an administrative assistant role or from working in a similar office environment;Legal background is preferred;Knowledge of and experience with computer systems;Demonstrated ability to type 60 words per minute;Ability to act with minimal supervision, discretion, maturity, and absolute confidentiality;Ability to work under tight timelines and to balance multiple and varied projects at one time;Outstanding organizational and time management skills;Exceptional written,



verbal and interpersonal communication skills;Highly proficient with MS Office and the ability to learn new technology quickly; andOccasionally required up to lift 15lbs.Working ConditionsWork normal business hours but may be required to do some work in the evenings or outside normal working hours;Use of own vehicle necessary;Able to work on a computer for long periods of time;Required to work in a busy, open area office which may result in constant interruptions;Required to spend long hours concentrating which will require attention to detail and high levels of accuracy; andRequired to meet a number of deadlines in a prescribed timeframe.

The original job offer can be found in Kit Job:
https://www.kitjob.ca/job/90379431/rc-165-executive-administrative-assistant-north-york/?utm_source=html