Executive Assistant

Baeumler Productions Inc. - Burlington, ON (30+ days ago)

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Job Purpose:

To provide administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.

Principal Accountabilities:

Office administration:

- Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents

- Sort incoming mail, faxes, and courier deliveries for distribution

- Prepare and send outgoing, mail, and courier parcels

- Forward incoming general e-mails to the appropriate staff member

- Purchase, receive and store the office supplies ensuring that basic supplies are always available

- Code and file material according to the established procedures

- Update and ensure the accuracy of the organization's databases

- Back-up electronic files using proper procedures

- Provide secretarial and administrative support to management

- Make travel, meeting and other arrangements for staff

- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

- Maintain Contact Lists

- Assist in preparation of regularly scheduled reports

- Submit and reconcile expense reports

- Carry out administrative duties such as filing, typing, copying, binding, scanning etc

- Write letters and emails on behalf of other office staff

- Book conference calls, rooms, taxis, couriers, hotels etc.

- Cover reception desk, when required

- Handle sensitive information in a confidential manner

- Manage staff appointments

- Oversee and supervise the work of junior staff

- Maintain up-to-date employee holiday records

- Minimal travel, running errands, etc.

- Duties as assigned

Requirements:

- Proven admin or assistant experience

- Accounting knowledge as asset

- Knowledge of office management systems and procedures

- Excellent time management skills and ability to multi-task and prioritize work

- Attention to detail and problem-solving skills

- Excellent written and verbal communication skills

- Strong organizational and planning skills

- Proficient in MS Office

Benefits:

  • Dental care
  • Life insurance
  • Extended health care
  • Vision care

Job Types: Full-time, Permanent

Salary: $40,000.00 /year

Experience:

  • administrative assistant: 3 years (Preferred)