Senior Administrative Assistant - Toronto, ON, Canada - VISO Lighting

Description

*This is a fast-track full time position opening so submitted resumes will be strongly considered.

This is an opportunity to be a part of an amazing team responsible for the design, fabrication, delivery and installation for some of the most notable monumental light installations in the world.

Check out Deadline for applications:
May 4, 2024We are looking for a Senior administrative Assistant to support our executive team.

You will manage mostly business related tasks such as organizing schedules, communicating with clients, managing full cycle email and keeping the track daily priorities, organize travel and accommodation, taking minutes, creating quotations and other organizational tasks.

You will ensure to organize projects and create a schedules fTo be successful in this role, you have a detailed understanding of the full Microsoft Office suite, have a very good understanding of Software systems such as Net Suite, be customer service centric, understand sales support, have a keen understanding of B2B projects lifecycle, be proactive and extremely fast at solving problems.

You must be very data entry savvy, proactive and detail oriented. You must have 3 – 5 years' experience as a Senior Assistant in a dynamic design and manufacturing company.


Schedule ManagementResponsible for scheduling:
managing all travel, meetings, email management, quotations management and other appointments for the executives. Ensure there are no scheduling conflicts and make sure executives know where they need to be and when.

Email Management & Client FacingYou will be diligent in email management for one executive, keeping them on track with meetings and daily priorities.

You will be client facing and responding to clients with concrete actions in a timely manner, delegating internal tasks and ensure that communication between all stakeholders flows smoothly and on time.

Data entry experience and experience in the design hospitality industry is he asset.
Communication LiaisonAct as the point of contact between the executives and internal/external clients. Manage the flow of information to members of the executive leadership team.

The Assistant may screen phone calls, open and sort mail, and summarize reports and memos that are received before passing the information.

Write memos, communicate with IT and other duties as assigned.
Information PreparationPrepare and format information for internal and external distribution and sales. This may include preparing quotes and communication to clients. Follow up on quotes. Client request management.

Write letters and memos, compile data for reports, create computerized presentations, write reports, transcribe dictation, edit, proofread and other information preparation duties.

Records ManagementResponsible for setting up and managing both electronic and paper filing systems, as well as taking steps to maintain that the company is in compliance with all applicable record-keeping requirements.

Requirements:
Minimum 5 years' experience in a Senior Assistant roleUniversity degree is required or equivalent experienceTop notch planning and organisational skills + data entry skillsExcellent spoken and written English skills; Mandarin & Cantonese a huge asset

Work Environment:
We have a dynamic, fast paced, flexible and fun working environment. Industry competitive base salary + commission. 70K - 90K based on skill set and experience.
Opportunity for career growth and advancement.
Complimentary parking, health benefits and other perks.
Please visit our website to learn more about our company We look forward to receiving your resume