Executive Assistant - Edmonton, Canada - Rohit Group of Companies

Rohit Group of Companies
Rohit Group of Companies
Verified Company
Edmonton, Canada

1 week ago

Sophia Lee

Posted by:

Sophia Lee

beBee Recruiter
Description
Do you want an exciting opportunity, a rewarding career, a sense of purpose, and the chance to connect with others? We are adding a talented individual to our team it could be YOU_


Executive Assistant


The executive assistant will provide administrative support to the president and CEO and help ensure the day-to-day operations run smoothly and efficiently.

You will be responsible for managing the schedule, preparing correspondence, coordinating travel, and performing other administrative duties as needed.


What will you do?

Coordinate routine meetings/deliverables, including:


  • Board Administration
  • Board payroll.
  • Meeting coordination including scheduling, food, boardrooms, travel (if any).
  • Collection and release of all documents for the board meeting.
  • Meeting minutes.
  • Divisional Meetings
  • Meeting coordination including scheduling, food, boardrooms.
  • Collection and release of all documents for the Divisional meeting.
  • Meeting minutes.
  • Scheduling & calendar planning (12 mth)/daily management for family executive.
  • Gatekeeping for family executive.
  • Followup & create reminders for key deliverables:
  • Budget (Annual), CF Projections (monthly), Strat planning (Annual).
  • Any followups on President's asks to the team or external party.
  • Senior Leadership Meeting & Investment Committee
  • Coordination of calendars.
  • Ensure circulation of prereads in advance (if any).

Coordinate ad-hoc or one-off meetings, including:

  • Plan, organize & coordinate parties/events for President with business related entities.

Example would include the following:

  • Boxes at Oilers' games.
  • Dinner events for bankers, partners, vendors.
  • Fishing trips for builders, vendors, developers.
  • Plan and coordinate business travel (eg hotel, logistics, if any info needs to be packaged/shared with external/internal team) for family executive.
  • Coordinate for strategic meetings & reviews (as required)
  • Meeting planning & coordination including communicating agenda/setting expectations(as drafted basis President's guidance),scheduling, food, boardrooms.
  • Collection and release of all documents/info for President & audience as required.
  • Meeting minutes.

Coordinate data & miscellaneous items, including:

  • Coordinate with team to process special payments, document processing, etc, as required by President, eg
  • payment for special consultants or follow-up on critical documents.
  • Coordinate & followup on specific asks (internal or external) as required by President.
  • Support family executive with specific administrative tasks
  • Report print outs, bill processing.
  • Upload invoices for Concur payments.
  • Approve for expenses & leaves for President's direct reports.
  • Support President with family office related asks documentations, payments, coordinate with external consultants as need.

Personal Logistics, including:


  • Set up family meetings, plan & coordinate schedules
  • Communicate agenda to the invitees.
  • Logistics of meeting rooms and info needed for the meeting.
  • Personal calendar planning for family executive
  • Vacation booking & related administrative tasks/arrangements.
  • Personal travel bookings & related administrative tasks/arrangements.
  • Coordination of house parties.
  • Personal shopping for President.
  • Coordinate for bills, documents to be provided for personal tax filing, payment processing and concur approvals.
  • Performs other related duties as assigned.

What do we look for?

  • Bachelor's degree in business, accounting, or related field.
  • At least five years' experience supporting an highlevel executive.
  • Able to handle and maintain confidential information.
  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Excellent organizational skills and attention to detail.
  • Flexible and adaptable to change.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Strong analytical and problemsolving skills.
  • Strong supervisory and leadership skills.
  • Ability to prioritize tasks and to delegate them when appropriate.
  • Ability to function well in a highpaced and at times stressful environment.
  • Proficient with Microsoft Office Suite or related software.
2aVOR3TlSh
More jobs from Rohit Group of Companies
See all jobs of Rohit Group of Companies