Executive Assistant

Executive Assistant to the Vice President

Vaughan, Ontario

Providing personalized secretarial and administrative support in a well-organized and timely manner, the Executive Assistant to the Vice President will work with the Vice President on a variety of tasks, as directed. The Executive Assistant shall provide information management support to the Vice President – communicating to him on behalf of others and vice-versa. The Executive Assistant shall ensure the Vice-President’s office operates effectively by demonstrating exemplary planning and time management skills and an ability to multitask and prioritize daily workload. In all the work of the Executive Assistant, discretion and confidentiality is paramount.

The duties of the Executive Assistant will include, but not be limited to, the following:

  • Providing assistance with recording expenses, tracking kilometers, collecting receipts, and reconciling statements on a monthly basis;
  • Producing information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics;
  • Taking dictation and minutes and accurately entering data;
  • Conserving the Vice President’s time by reading, researching, and routing correspondence, drafting letters and documents, collecting and analyzing information, and initiating telecommunications;
  • Maintaining the Vice President’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel arrangements;
  • Representing, as required, the Vice President at meetings in his absence;
  • Welcoming guests and customers by greeting them – in person (providing beverages if desired) or on the telephone – and answering or directing their inquiries;
  • Maintaining in confidence all customer and Company information;
  • Preparing reports, as required, by collecting and analyzing information;
  • Developing and maintaining an efficient documentation and filing system; 
Providing historical reference by developing and utilizing filing and retrieval 
systems and recording meeting discussions;
  • 
 Maintaining professional and technical knowledge;
  • Contributing to a team effort by accomplishing related results, as needed;
  • Maintaining a clean and organized work environment;
  • Assisting the Research and Development team to ensure their expectations are being met and that the Vice President’s expectations in them are being met – including daily and weekly follow ups, ongoing follow up lists, government grants, and tracking projects;
  • Working closely with the Head Estimator to ensure that any new project deadlines or customer requirements are dealt with in a timely and efficient manner;
  • Working closely with the Financial Controller on any accounting and budget issues that may arise; and,
  • Boardroom management – as well as food and beverage coordination.
If you are interested in learning more about this, or similar opportunities we have available, please send your most recent CV to Jessica Driver at:

jdriver@pmcrecruitment.ca

We thank all applicants in advance for their interest in this opportunity but regret that only candidates under consideration will be contacted.

Apply for this job