Overview
We are seeking a highly organized and detail-oriented Executive Administrative Assistant to support our team. The successful candidate will provide comprehensive administrative and executive support to the CEO, while assisting with the day-to-day administrative operations of the organization. The role requires strong organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a diverse and fast-paced environment.
Responsibilities
- Act as the first point of contact for office visitors and telephone inquiries, responding to inquiries and directing requests as appropriate.
- Perform day-to-day administrative functions, including records management, document preparation, correspondence, mail handling, and general office duties.
- Provide proactive and high-level comprehensive support to the Chief Executive Officer ensuring efficient coordination of daily priorities and activities.
- Provide administrative support for financial and payroll functions, including bank deposits, collecting payments, reconcile Visa statements, prepare travel expense claims, and act as backup payroll support as needed.
- Provide administrative support and assist with a variety of tasks for all staff across the organization.
- Coordinate staff travel logistics, organize staff meetings, prepare and distribute meeting minutes.
- Support the leadership team by tracking action items, monitoring deadlines, and coordinating follow-up as required.
- Provide administrative and coordination support for Board of Directors meetings and related governance activities.
- Assist in the planning and coordination of internal events.
- Administer parking passes, maintain and update records, provide updated information to Security Supervisor as needed.
- Maintain office supply inventory and ensure supplies are organized and readily available.
Experience
- Diploma or certificate in Business Administration, Office Administration, or a related field.
- 3–5+ years of administrative experience, preferably including executive support, required.
- Strong proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint).
- Experience with accounting and payroll software is an asset.
Core Competencies
- Exceptional organizational and time management skills, with the ability to prioritize competing demands
- Professional written and verbal communication skills
- Sound judgment, discretion, and the ability to maintain confidentiality
- Strong attention to detail and accuracy
- Proactive, self-motivated, and able to take initiative
- Strong interpersonal and relationship-building skills
- Effective problem-solving and critical thinking abilities
- Ability to work independently and collaboratively within a small team
- Flexible and adaptable in a fast-paced environment
How to Apply:
To be considered for this position, applicants must email a resume and a cover letter outlining their relevant experience and qualifications to [email protected].
Applications received without both documents will not be considered.
Pay: $45,000.00-$55,000.00 per year
Benefits:
- Dental care
- Extended health care
- On-site parking
- Paid time off
- RRSP match
Work Location: In person
