Job Title: Executive Assistant

Reports to: Chief Executive Officer (CEO)

Job Summary

Provides administrative support to the CEO and Management team; assists in the management of day-to-day operations of the head office; administers the Organization's benefits programs; arranges Board and Committee meetings, takes meeting minutes; maintains records for CEO and Board; and drafts correspondence for the CEO and Chair.

Responsibilities

Executive Assistant to the CEO

• Interact with internal and external contacts and handle confidential documentation.
• Draft letters, documents and presentations as needed, edit correspondence, and maintain corporate files.
• Assist the CEO with scheduling meetings, organizing calendars and maintaining files.
• Prepare notice of Board and Committee meetings and assemble agenda materials, including all correspondence, agreements, reports and data which may be necessary for Board and Committee members in considering matters to be discussed at the meeting.
• Record and prepare minutes of Board and Committee meetings for approval.
• Manage expense reports from the Board and Committee members.

Purchasing

• Negotiate purchases of office supplies, furniture and equipment.
• Arrange for printing of documents, contracts and materials (i.e. business cards, contracts, letterhead, etc.).

Benefits Programs

• Maintain attendance records, including sick time, vacation, etc.
• Aid with the administration of Group Insurance and Retirement Savings Plans.
• Document and file WCB Injury Reports as needed.
• Maintain Human Resources Manuals.
• Assist employees in accessing employee fitness program benefit.

Other

• Provide clerical support to the Management Team.
• Oversee daily management of office security system and alarm, serving as the main point of contact for any related issues.
• Provide data entry support as required.
• Perform other duties as required.

Qualifications

• Must be fully bilingual (French and English, oral and written).
• Excellent knowledge of Microsoft Windows applications (Word, Excel, PowerPoint and Outlook) and Internet applications.
• Strong organizational skills and the ability to handle multiple tasks and priorities.
• Good communication skills, both oral and written, and the ability to deal effectively with the public, Management Team and Board of Directors.
• High level of initiative and ability to work with minimal supervision.
• Flexibility in hours of work as required to accomplish tasks and meet deadlines.
• Able to express ideas clearly and understand the need for teamwork.
• Minimum relevant postsecondary diploma (college) and five years of administrative experience, including two at the senior management level or equivalent.
• Experience in the Legal field would be an asset.

Deadline to Apply:

Send resume and cover letter to the attention of Pierre Landry, CEO at [email protected] no later than 5 p.m. (ADT) Friday, November 1, 2024.