Executive Administrative Assistant Jobs

Job Summary: The Executive Assistant’s responsibilities include providing highly efficient and accurate administrative support to the CEO as well as supporting the Human Resources Manager as required. Achieving the daily objectives of the CEO will govern the tasks assigned to this individual.

Responsibilities and Duties:

Executive Assistant

·Completing expense reports and ensuring associated payments are received and reconciled

·Coordinating logisitics for both internal, external meetings and strategic activities

·Coordinate travel plans and itineraries

·Overseeing all incoming and outgoing communications, including emails, phone calls, reports, and internal correspondence

·Filing important documents, such as reports, meeting notes, emails, and letters

·Keeping the executive calendar up-to-date, including adding events, rescheduling appointments and providing daily briefings

·Acting as the gatekeeper for internal and external contacts, including vendors, colleagues, clients, and customers

·Conducting research and creating reports on various topics based on the needs of the executive

·Keeping important information and documents organized physically, and electronically

·Maintaining a high degree of discretion and confidentiality

·Manage personal duties as required

HR Support

·Assist with reporting and data maintenance for monthly metrics

·Reconcile group benefit and other organizational information for accuracy

·Assist with recruitment process for new hires as required

·Assist in the administration of the performance management process

·Other related duties as assigned

Qualifications and Skills:

Education

·Successful completion of Secondary School diploma

·Completion of a relevant specialized training or certification program (business, payroll, administrative assistant) from an accredited educational institution.

Experience

·Must have a 2-4 years progressive administrative experience in a relevant industry.

·Previous experience in a manufacturing environment preferred.

Knowledge, Skills and Abilities

·Superior organizational skills.

·Superior English written and oral communication skills.

·Possess a wide range of customer service strengths with the ability to exercise independent judgement.

·Function well within a high-volume and tight timeline environment.

·Demonstrates a high level of attention to detail and accuracy in the accumulation and transfer of information.

·Ability to successfully multi-task without sacrificing health and safety or quality.

·Proficiency with office computer equipment and software.

·Ability to work effectively unsupervised as well as collaborate within an active team.

·Demonstrates discretion and adheres to confidentiality in handling delicate or complex situations.

Working Conditions/Physical Demands:

·Works in an office environment.

·Usually works a standard forty hour work week.

·May be required to work some overtime hours to attend meetings or meet planning obligations during specific periods of the business cycle.

·May experience tight deadlines and stressful conditions at times.

·Must be able to manage frequent interruptions and multiple tasks daily.

·Attention to detail and visual concentration required which may cause mental and physical strain.

·Spends a frequent amount of time sitting, keyboarding and operating a mouse daily.

·Required to carry out routine, repetitive tasks such as reaching, pushing, pulling, standing, walking, bending, climbing / descending / as well as some physical lifting.

·Will be exposed to noise, temperature change and lubricants and vibration.

·Wears all PPE as required.

The Sphere Manufacturing Group strives to create a respectful,accessibleand inclusive work environment for our employees.We will attempt to make appropriate accommodations throughout the entire employment process.Accommodations are made upon request.