Executive Assistant

Reports To

The Executive Assistant will report to Executive Manager.

Job Overview

The Executive Assistant will perform a variety of administrative tasks and support our company’s senior-level managers.

The Executive Assistant’s responsibilities include managing calendars and coordinating all internal/external meetings. Managing communications both electronically via website and email. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance.

Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to executive members.

Responsibilities and Duties:

Act as the point of contact among executives, employees, Board members and other external partners.
Manage information flow in a timely and accurate manner.
Manage executives’ calendars and set up meetings.
Draft, review and send letters/emails/policies or other communications as required.
Prepare Board packages for monthly meetings, take notes in the meetings and prepare minutes immediately following the meeting.
Take notes in all management meetings and prepare task timelines and action items and distribute them following the meeting.
Make travel and accommodation arrangements for internal staff, Board, or visitors coming to the office when needed.
Format information for internal and external communication – memos, emails, presentations, reports, website.
Act as backup for admin staff screening and direct phone calls and distribute correspondence.
Organize and maintain the paper flow of the management team.

Requirements and Skills:

Experience in corporate communications.
Advanced knowledge of all MS Office products.
Outstanding organizational and time management skills.
Post-secondary training in communications is a definite asset.
Superior knowledge of office gadgets and applications (e.g. e-calendars and copy machines).
Excellent verbal and written communications skills.
Discretion and confidentiality.
High School degree.
Post-Secondary diploma or certification in a similar field is an asset.

A good executive assistant must be resourceful, innovative, and proactive to support their executive leaders. They must think independently to make decisions under pressure, and they need to have good communication skills to share information with their supervisor efficiently and effectively.

Full time 6 month term with possibility of permanent position.

We want to thank everyone for their application; however, only those considered for an interview will be contacted.

COVID-19 considerations: We follow all recommendations for Covid-19 safety

SEND RESUMES TO:

or drop off resumes to WID at A-1000, Pine Street, Strathmore

careers@wid.net