Executive Assistant to CEO - Kitchener, Canada - Schlegel Villages Inc.

Schlegel Villages Inc.

Verified Company

Kitchener, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

We have a rare and exciting opportunity for an Executive Assistant to join our team

YOU WILL BE RESPONSIBLE FOR:

Executive Support

Manage schedule including personal appointments
Manage contacts
Prioritize conflicting needs, handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures
Schedule and organize meetings, conference calls, and travel
Utilize a high degree of negotiation and organization across multiple calendars
Maintain and organize the office of the Executive
Minute taking for board meetings

Correspondence Management

Support concerns from team members/residents/family members
Redirect cold calls to appropriate leader
Prepare transmittals and submissions
Review invoices for approval and submit for processing
Sort incoming and outgoing mail
Liaise with internal team and external consultants
Create and maintain relationships, respond to inquiries
Represent RBJ Schlegel in a professional and courteous manner

Administrative Support

Coordinate and manage special projects, assignments, and other duties as required
Coordinate and oversee annual reception
Prepare and submit benefit claims for Executive and family
Prepare and submit monthly expenses for Executive
Assist other members of the administrative team as required on a 'oneoff' basis
Help to facilitate communication between RBJ divisions

Information Management

Maintenance of Electronic Filing system on central server, retaining paperbased system when necessary
Manage the flow of information and organize into electronic filing system
Retrieve files as required and refile

THE SUCCESSFUL APPLICANT WILL HAVE/BE:

5+ years experience as an Executive Administrative Assistant
A Businessrelated degree/diploma and/or has an equivalent combination of education and experience
Advanced MS Office skills (including Outlook, Word, Excel and Powerpoint)
Mature, honest, dependable, and highly motivated person
Able to keep information confidential as required
Good communication, interpersonal and organizational skills
Able to work independently and prioritize competing workload demands
A high level of independent thinking and decisionmaking

Note:
This position is located 100% onsite at the RBJ Schlegel Offices in Kitchener.

How Schlegel Villages supports our Team Members:

Benefits and access to our Employee Family Assistance Program
Team appreciation events
Retirement Savings

At Schlegel Villages you can be YOU while being part of OUR Family.

Schlegel Villages is pleased to accommodate individual needs in accordance with the Accessibility of Ontarians with Disabilities Act, 2005 (AODA), within our recruitment process.

If you require accommodation at any time throughout the recruitment process, please speak with the hiring leader