Position: Administrative AssistantDepartment: AdministrationDivision: Samuel, Son & Co.Type: Full-time SalariedLocation: Burlington, Ontario, CanadaJob Description:
Working under the supervision of the Executive Assistant, the Administrative Assistant will perform a variety of general administrative and clerical services. The incumbent will be required to both take direction and work intuitively in a professionally and culturally appropriate manner exhibiting strong interpersonal skills as an essential aspect of a being a member of a collaborative team.
Provide administrative assistance in support of the Executive Assistant maintaining a high degree of confidentiality and accuracy within a fast-paced, deadline driven environment.
Proactively manage complex travel arrangements/itinerary; ensuring seamless travel and efficient use of budgeting and resources.
Support the Executive Assistant's and leadership team's partner relations, maintain records and business expenses, and ensure invoices and bills are promptly paid; prepare and approve expenses according to approved policies and procedures.
High level of Executive support including responsiveness and efficiency in managing household finances, travel, household staff, activities, appointments, vehicle coordination, etc.
Scheduling meetings and managing calendars
Assistance with a variety of personal tasks (banking, appointments etc.)
Coordinating travel (flights, hotels, meals, limos etc.), both business and personal
Liaising with outside contacts on behalf of team members
Completion of expense reports submissions
Management of filing systems and contact databases
Preparation of correspondence, meeting agendas etc.
Some overtime required at times (weekends, evenings)
University degree or an equivalent combination of education/experience in administrative assistant role. Minimum 3-5 years of administration experience.
Strong internet and computer skills.
Proven time management and organizational skills.
Proven proficiency in English language and proofreading skills.
Ability to discreetly deal with confidential and sensitive matters.
Ability to see the “big picture".
Ability to prioritize and multitask is essential.
Accuracy and attention to detail.
Excellent grammar, vocabulary and communication skills.
Advanced skills with MS office Word, Outlook, Excel and PowerPoint.
Ability to organize and prioritize a variable workload and competency with handling the pressure of multiple tasks and deadlines, many involving confidential information.