Executive Administrative Assistant Jobs

Executive Administrative Assistant

Scope:

Provide administrative support to the CFO North America and the Vice President of Human Resources. The ideal candidate will be a team player with meticulous work standards, basic project management skills, the ability to prioritize and multitask, and has exemplary interpersonal skills. The nature of the work demands complete confidentiality.

Key Functions & Responsibilities:

• Organize, wrap, and distribute all Quebec employee appreciation gifts monthly, maintain HR gift inventory and outgoing mail and courier
• Interface/liaise regularly with other GLS Executives, their assistants, their leadership teams, and external customers
• Establish and maintain effective relationships with key members of the organization and gain their trust and respect
• Manage office supplies, including ordering and distribution.
• Create/maintain contact lists and spreadsheets
• Arrange travel schedules and make reservations as necessary.
• Promote a positive office culture and a healthy and friendly working environment.
• Provide general administrative support, i.e., filing, photocopying, etc.
• Secure meeting/conference rooms, catering, AV equipment and distribute handouts and meeting notes where necessary.
• Prepare all HR field letters for anniversaries, employee of the month and discipline
• Coordinate the CFO’s calendar and schedule appointments, events, and meetings
• Provide tracking of necessary budgets, including processing of expense reports and reconciliations.
• Answer telephone and electronic enquiries and relay telephone calls and messages.
• Other duties as assigned
• Manage and prioritize tasks
• Keep various databases, reports, and templates up to date.
• Assist with the preparation of meetings and presentations including creating text, communications, graphs, charts, and tables.
• Provide assistance with special projects as required

Qualifications

• Excellent communication skills in both English and French is required
• Be available to work from the head office in Dorval (between 4 to 5 days)
• Related college diploma is required.
• Expert knowledge of Windows and all Microsoft Office products
• University degree would be an asset.
• A very high degree of diplomacy, discretion, professional maturity, and judgement
• Autonomous and self-driven, with a strong sense of initiative and disposition to innovate to improve processes
• Strong interpersonal skills: problem solving, customer focused, approachability
• At least five years of related administrative support experience is required.
• Looks beyond the obvious and can overcome obstacles and challenges
• Ability to work well and maintain composure under pressure, meet deadlines and work with minimum supervision
• Excellent organizational skills: planning, priority setting and managing through systems
• Flexibility and willingness to work extended hours, on occasion

To apply: [email protected]

*GLS Canada has an Equal Access to Employment Program and invites women, Aboriginal peoples, visible minorities, ethnic minorities and persons with disabilities to apply. The masculine verbiage is used to lighten the text.