Executive Assistant - Thornhill, Canada - Clearoute Inc

Clearoute Inc

Verified Company

Thornhill, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

About Us
Clearoute Inc. is a professional services company that helps businesses grow through various offerings, including branding, marketing, web development, and consulting. We have been in the industry for over 25 years, establishing ourselves as a trusted growth partner.

We pride ourselves on innovative solutioning, effective communication, and rigorous planning to ensure our client's requirements are met in a timely and effective manner.

We believe a great business starts with its people.

We prioritize our employees' growth and learning, providing them significant exposure to a wide range of industries and allowing them flexibility within their role to focus on what they are passionate about and can be the most successful in.

About You
We are looking to hire an Executive Assistant to join our team on a full-time basis. This is an in-person role, with the possibility of hybrid arrangements. You must be able to commute to our office in Thornhill.

To be successful in this role, you must be self motivated, well organized, have a keen eye for details, have great interpersonal skills, and be effective in verbal and oral communication.

Most of all, you must be a driven individual who is seeking to excel and contribute meaningfully to achieve personal and organizational growth.

Responsibilities

Provide a full range of administrative assistance, managing an active calendar, providing initial response to issues, or redirecting to others, liaising with offices of executives internally and externally, photocopying, filing, and reviewing correspondence
Compile and complete monthly credit card and cash expense claims and invoices
Prepare, format, and edit letters, memos, reports, meeting materials, and presentations, from draft to presentation ready
Develop and maintain strong relationships with other leaders and stakeholders to ensure effective communication and optimum support to the leadership team
Effectively manage and resolve conflicting priorities and negotiate workable time frames with other stakeholders
Prioritize conflicting needs; handles matters expeditiously, proactively, and followsthrough on projects to successful completion
Anticipate needs, changes, and rearranges meetings as appropriate to ensure the resolution of all conflicting requests
Coordinate and make all arrangements for onsite and offsite meetings and events including logistics (e.g., communication, location, meals, equipment, materials, RSVPs, travel)
Maintain a list of tasks ordered by priority, and assign those tasks to the correct resources to increase efficiency and productivity
Welcome guests, answer questions, and take phone calls
Organizing internal and external events
Follow up on pending tasks and ensure that timelines are being maintained
Establish and maintain communication channels with internal and external stakeholders
Develop documentation and procedures (e.g. org chart, training documents, standard operating procedures, etc.)
Print, organize and maintain paperwork
Enter information into company software, ensure it is always up to date, and share it with the correct parties
Assist in the HR recruitment and support (e.g. gathering requirements, preparing job descriptions, etc.)
Assist in onboarding and offboarding of clients, partners and new members of the team including
Assist with the development and implementation of corporate marketing projects and campaigns across a variety of mediums
Update various websites with content and digital assets
Assist in managing national sponsorships and tradeshows, including coordination of event marketing activities
Other marketing duties as required
Lead and manage smaller projects, delivering expected outcomes ontime and within scope
Manage marketing communications to various internal and external audiences as required
Support coverage of the marketing inquiries received through the Marketing inbox, responding to requests in a timely matter
Maintain inventory of marketing materials and supplies, as well as general organization of department and shared materials and resources
Process invoices according to proper procedures, securing approvals and ensuring that correct ledgers are assigned to track expenses
Other duties as assigned to support the various functions of the Marketing team

Job Requirements

Essential:

Completed postsecondary education (preferably in Business, Marketing, Administration, or a related field)
At least 2 years of administrative experience in a professional and fastpaced environment
At least 1 years of experience supporting a senior executive
Ability to deal with highly confidential information; diplomacy, conciliation and discretion
Demonstrated aptitude to prioritize tasks based on importance and urgency
Demonstrated communication and active listening skills
Proficient in Microsoft Office Suite
Proficient in Google Workspace

Preferred: