Executive Administrative Assistant Jobs

National Safety is seeking an executive administrative super star to be part of our team. We are an upstart national company of health and safety experts that are located across Canada. Reporting to the Chief Operating Officer, the ideal candidate for this role will have a variety of office administrative experience. The upside? They can live anywhere in Canada, work virtually from home and have flexibility in their work day.

If you can support us in these areas, we would love to hear from you.

· Perform payroll, bookkeeping, A/R, expenses and invoicing activities.

· Provide confidential administrative support to leadership.

· Prepare, edit, and proofread presentations, reports, letters, procedures, and routine correspondence with advanced Office 365 capability,

· Prepare and manage weekly meeting and minute process by supporting Leadership with meeting organization, agendas, minute taking, action tracking, issuance, endorsement, and recording.

· Benefits and Workers Compensation administration

· Schedule meetings across multiple time zones.

· Lead the preparation of proposals.

· Manage Social Media accounts.

· Prepare spreadsheets for the tracking of metrics, projects, and other key performance indicators.

· Execute document control and records management, maintaining the integrity of associated systems.

· Answer telephone and electronic enquiries and relay telephone calls and messages.

· Responsible for arranging conference/virtual calls and responding independently to routine business questions.

· Arrange travel plans and itineraries and compile documents for travel-related meetings.

· Assist with the onboarding process for employees and contractors, mobilization / demobilization, and obtaining project access.

· Coordinate student intake and certifications for training performed by National Safety.

· Maintain organizational policy and procedure manuals and ensure that they are reviewed and updated annually.

· Support company event planning.

· Additional administrative support as required such as updating phone lists, ordering stationary, sizing & ordering safety apparel, email distribution lists.

Ideal Candidate Attributes

· Candidates should have a strong grasp of Microsoft 365 including SharePoint, OneDrive, Outlook, Word, PowerPoint, Excel, Teams, Planner and OneNote.

· Excellent interpersonal skills and communication skills, both written and oral

· Very effective time management and organizational skills with the ability to prioritize and multi-task.

· Self-starter with a strong sense of urgency, initiative, and responsibility.

· Able to work with minimal supervision.

· Able to contribute to and thrive in a busy virtual and office team environment.

· Demonstrates strong work ethic, honesty, trustworthiness, attention to detail and ownership of delegated tasks.

· Team player with a flexible, can-do attitude.

· Willingness to learn and implement systems.

· Friendly and pleasant manner, with professional and service-oriented approach internally and externally.

· Good problem-solving skills with the initiative and ability to identify alternative solutions.

· Ability to multitask and remain calm under pressure.

· Ability to act with discretion when handling confidential and privileged information.

· Administrative experience in a professional working environment is considered an asset.

· Excellent organizational and time management skills, with the ability to manage multiple tasks simultaneously.

· Demonstrated professionalism, tact, maturity, judgment, and attention to detail with the ability to produce work with a high degree of accuracy.

· Demonstrated ability to take initiative and work both independently with minimal supervision and as a team member within a large and complex organization.

Education, Experience and Competencies

· Postsecondary degree or diploma or certificate in office administration program considered an asset but not required.

· At least 3-5 years of experience providing administrative support in a professional office environment preferred.

· Experience in the health, safety and hygiene industry is preferred.

Core Values

At National Safety, our Core Values are our guiding principles in how we conduct ourselves and complete our work. These define our company culture and how we interact with others. Are these important to you too?

· Integrity

· Collaboration

· Resiliency

· Respect

· Growth-Minded

National Safety is proud to provide this unique career opportunity that provides continuous learning, opportunity for growth, and a competitive compensation package within an environment that is committed to inclusion and respects diversity.

We are an equal opportunity employer. We see inclusion as the ongoing, conscious effort to celebrate difference and welcome people of differing backgrounds and life experiences.

Flexible Work Location

This position is Remote – Works from home, regardless of location.

Resumes can be sent to [email protected]