Executive Assistant to The Chief Executive Officer - Etobicoke, Canada - SportStars Youth Soccer

SportStars Youth Soccer

Verified Company

Etobicoke, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Job Summary:

Application requirements:

Responsibilities:

Manage and maintain the founder's schedule, including appointments, meetings, and travel arrangements.
Prepare and edit correspondence, communications, presentations, and other documents.
Act as a liaison between the founder and internal/external stakeholders.
Screen and direct phone calls and distribute correspondence.
Organize and prepare for meetings, including gathering documents and attending to logistics.
Take meeting minutes and follow up on action items.
Arrange travel itineraries, flights, accommodations, and ground transportation.
Prepare travel expense reports and process reimbursements.
Greet and welcome visitors, ensuring a positive first impression.
Answer and direct phone calls, taking messages as needed.
Provide general information to visitors and callers about the company and its services.
Handle inquiries and requests for information.
Maintain office supplies inventory and place orders as needed.
Ensure office equipment is properly maintained and serviced.
Coordinate with building management for office maintenance and repairs.
Oversee the cleanliness and organization of office spaces, including common areas.
Manage relationships with office vendors, including cleaning services, suppliers, and maintenance providers.
Negotiate contracts and agreements with vendors.
Ensure the office complies with health and safety regulations.
Conduct regular safety audits and emergency drills.
Maintain accurate and uptodate financial records, including invoices, receipts, and expense reports.
Manage accounts payable and receivable.
Assist in the preparation of budgets and financial reports.
Monitor budget expenditures and report discrepancies.
Process payroll, ensuring accuracy and timeliness.
Handle employee expense reimbursements.
Manage bank deposits and reconcile bank statements.
Assist with the preparation of financial statements and reports.
Assist with the preparation and filing of tax documents.
Ensure compliance with local, state, and federal regulations.
Plan and coordinate company events, meetings, and teambuilding activities.
Handle logistics, including venue booking, catering, and invitations.
Organize and maintain electronic and paper files.
Implement and oversee document retention policies.
Troubleshoot basic IT issues and coordinate with IT support as needed.
Manage software licenses and ensure all employees have the necessary tools for their roles.
Assist with special projects and initiatives as assigned by the founder.
Conduct research and provide reports and recommendations.

Requirements:

Proven experience as an executive assistant or in a similar role
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
Familiarity with DocuSign or similar electronic signature software is a plus
Excellent phone etiquette and strong communication skills
Strong organizational skills with the ability to prioritize tasks effectively
Attention to detail and accuracy in all work performed
Ability to maintain confidentiality of sensitive information
Previous experience in an office or administrative role is preferred

Please note that all positions at our company are paid positions.

Job Types:
Full-time, Part-time

Pay:
$18.00-$40.00 per hour

Expected hours:
per week

Application question(s):