Executive Assistant

We are offering a short term contract employment opportunity for an Executive Assistant in Brampton, Ontario. This role involves a variety of administrative tasks across our team, primarily supporting the executive with their schedule, correspondence, and overall organization.

• Efficiently handle and prioritize incoming calls, emails, and other communications for the executive, ensuring crucial messages are promptly relayed.
• Manage the executive's calendar, coordinating appointments, meetings, and conferences while balancing conflicting priorities.
• Take charge of travel arrangements, which includes booking flights, hotels, and arranging transportation, while ensuring alignment with the executive's schedule and preferences.
• Assist in the preparation for meetings by collating necessary documents, creating presentations, and ensuring the executive is well-prepared.
• Manage and organize documents, reports, and other materials, which may involve creating, editing, and proofreading documents as needed.
• Monitor and reconcile expenses, ensuring the executive's financial records are accurate and up-to-date, and submit expense reports in a timely manner.
• Act as the executive's gatekeeper, screening calls, and visitors, prioritizing and filtering information to ensure only relevant and important matters reach the executive.
• Assist in coordinating various projects and initiatives, liaising with different departments, managing timelines, and ensuring deadlines are met.
• Conduct research on various topics as requested by the executive, providing summaries and key information to aid decision-making.
• Plan and coordinate events, such as conferences, workshops, or company gatherings, handling logistics, invitations, and necessary preparations.
• Maintain a high level of confidentiality and discretion when dealing with sensitive information or matters related to the executive and the organization.
• Anticipate the executive's needs, proactively identifying and addressing challenges or issues that may arise.
• Exhibit proficiency in using office software and other tools relevant to the role, including calendar software, communication tools, and project management platforms.
• Build and maintain positive relationships with internal and external stakeholders, including other executives, clients, and team members.