Position: Executive Assistant and Facilities Coordination
Reports To: CEO & Director
Position:
This position is responsible for planning and supporting day-to-day office administration and coordination as well as clerical responsibilities. This individual must demonstrate strong attention to detail, self-starter, and ability to manage multiple deadlines in a fast-paced environment. This position is also responsible for providing administrative support to the CEO, Board and the Director.
Job Duties:
- Manage the CEO and Director’s emails, schedules, coordination of meetings, and set up appointments to keep workflows organized and ensure deadlines are met
- Handling phone calls, emails (including managing the CEO’s mailbox), and other correspondence, prioritizing urgent matters while maintaining professional communication
- Cascade information in a methodical and priority manner to all parties
- Prepare correspondence and memos on behalf of the CEO
- Support Board meetings through setup, taking detailed notes, setting up agendas and following through with actions
- Preparing reports, presentations, and spreadsheets by compiling data and formatting information clearly and professionally
- Oversee day-to-day office operations, ensuring smooth functioning by managing office equipment (telephones, copiers), obtaining quotes, coordinating service calls, monitoring supply inventory, and addressing cleaning and maintenance inquiries promptly
- Liaising with clients, vendors, and internal staff to relay information, schedule appointments, and support business operations
- Ensuring confidentiality and accuracy when handling sensitive information, company records, and financial documents
- Meeting preparation (such as calendar event creation, drafting agendas, creating slide decks, and communicating with meeting attendees in advance of the meeting)
- Play an active role in planning and coordinating events and meetings including meeting room arrangements, catering, invitations, and on-site logistics
- Ensure that all aspects of the space planning project are organized and in conformance with the timeline
- Tracks overall progress and achievement of space planning project by obtaining regular feedback from team members
- Serve as main point of communication between team members and external resources
- Maintain electronic documents and manage documents and information on relevant portals such as SharePoint
- Oversee building security, fire drills, cleaning, shredding, and key/alarm code assignments
- Manage onsite and offsite storage, including archiving and disposal of materials
- Ensure office facilities comply with fire codes, AODA requirements, and other regulations
- Participate in the Health and Safety Committee and other relevant committees
- Manage bookings for all meeting rooms
- Assist in the planning and execution of special projects, ensuring alignment with company goals and timelines
- Plan, coordinate, and execute organizational meetings and events such as conferences, annual general meeting, and other organizational events
- Maintain records for invoices, sales including, ordering products, and maintaining inventory
- Receive/prepare invoices and liaise with vendors and client
Qualifications:
- Post-secondary education and related experience in office administration
- 2+ years of executive assistance experience
- Proficiency in drafting, proofreading, and organizing documents, reports, and presentations
- Comfortable working both independently and with direction
- Must have a Valid Ontario’s Driver’s license and access to own vehicle
- Acceptable Vulnerable Check
Job responsibilities are subject to change under the direction or assignment of the Chief Executive Officer
To learn more about CDRCP please visit www.cdrcp.com.
CDRCP is committed to ensuring that employment decisions are made equitably, and that employment barriers are eliminated in accordance with the Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Employment decisions are made based on experience, skills, attributes and qualifications. Candidates that require accommodation during the application process are encouraged to contact the Hiring Manager at CDRCP.
CDRCP is committed to accommodating any applicant with a disability, as required by law, during the recruitment, assessment and selection process. Please notify us if you require accommodation.
Important Security Notice – Protect Your Personal Information
We will never contact you by phone, text message, email, or social media to ask you to:
- Share personal information such as your SIN, banking details, or passwords
- Provide sensitive data using your cellphone or click suspicious links
- Confirm your identity through unsolicited messages
If you receive any communication claiming to be from us that seems suspicious or asks you to provide personal or financial information, do not respond. Instead, please:
- Contact us directly using official contact information from our website
- Report the suspicious message to [appropriate reporting method or email]
Your privacy and security are our top priority. Stay alert. Stay safe.
Pay: $55,000.00 per year
Work Location: Hybrid remote in Mississauga, ON L4Z 3E5
