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
Pay: $55,000.00 per year
Work Location: Hybrid remote in Mississauga, ON
