Executive Assistant - Ottawa, Canada - Kressler Recruitment

Kressler Recruitment

Verified Company

Ottawa, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Job Summary:

What You Will Do:

Support the President & CEO:

Prepare, review, and/or edit various forms of correspondence such as letters, invoices, presentations, publications, as well as scripts, speaking notes and presentations for format, content, grammar for the President & CEO, and prepare French versions if required.
Act as the first point of contact and provide general information to staff, clients, external stakeholders, tenants, and the public relating to their questions, concerns, or suggestions, presenting a positive and professional image.
Administer inbound and outbound correspondence, priority post and courier services.
Assist in the compilation of data for various reports.
Organize, maintain, and coordinate office records and contracts electronically.
Schedule and confirm appointments, meetings, and conferences for the President & CEO.
Assist in posting open positions on various sites and manage the onboarding of new staff.
Keep the HR manual up to date.
Working with the Finance Manager, supporting the overall operations of the office.

Support the Team:

Coordinate the logístical aspects of departmental programs such as meetings and special projects
Prepare travel schedules, book travel arrangements, and make reservations for all staff
Arrange travel bookings via approved providers, distribute tickets to staff, and post incurred expenses to the summary sheet, ensuring that the most economical option is selected
Ensure team has access to training through HRDownloads (human resources software) and maintain information up to date
Provide administrative support to committees when required
Support the Board of Directors
Compile all Board of Directors meeting material and AGM documentation, and ensure timely distribution
Prepare agendas for meetings; transcribe and distribute Board of Director meeting minutes and other committees as required
Provide administrative support to all Board committee (Audit & Finance, Governance, Nominating) and working groups (when established)
Act as the primary for coordinating the Annual General Meeting, including date acquisition, format, documentation, registration, promotion, etc.
For all of the above, you will maintain a high level of confidentiality in all interactions

What You Need to Be Successful:

Ability to adapt to new technology
Ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times
Ability to effectively communicate both verbally and in writing
Ability to prioritize and manage conflicting demands
Ability to respond quickly in a dynamic and changing environment
Minutetaking experience
Ability to work individually as well as part of a team
Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint)
Strong writing, editing, and proofreading skills
Superior telephone manners and strong interpersonal skills
Degree or diploma in administration, business, or a related field or minimum 5 years' prior EA experience
High flexibility with strong interpersonal skills that allow one to work effectively in a diverse environment

You Shine When it Comes to: