Executive and Human Resources Assistant

Roles and Responsibilities

Responsible for phone, email and calendar management including scheduling of all meetings, coordinating visits with internal/external contacts, coordinating events, booking appointments, and travel arrangements for the CEO and CFO.
Prepare or modify documents such as legal documents, internal and external presentations, correspondence, reports, memos and emails.
Preparing for meetings, including determining internal deadlines and coordinating material for review by appropriate executives, taking minutes, formatting and posting final material and preparing board packages.
Workflow management – first point of review for invoices, purchase orders, lease deals, ensure correct persons review and enter invoices into Nexus once approved and follow up with outstanding invoices.
Coordinate and complete various special events (e.g. town halls), conference participation and projects/assignments as required.
Develop employee on-boarding program and manage basic HR operations functions.
Manage and track incoming leads and company inquires and ensure follow up from sales and marketing team members.
Maintain confidentiality of highly sensitive information.
Manage complex office administrative work requiring the use of independent judgment and initiative.

Work experience as an Executive Assistant, Personal Assistant or similar role for at least 2 years.
Excellent MS Office and other productivity software knowledge.
Outstanding organizational and time management skills.
Demonstrated experience building and improving administrative processes.
Quick learner with ability to effectively communicate, both verbally and in writing, with a wide variety of people at all levels within the business.
Resourcefulness and problem solving and organizational skills.
Successful completion of a related post-secondary certificate program, ideally with an administrative focus.
Superior organizational and time management skills, with the ability to prioritize and multi task daily activities.
Able to work in a highly organized manner where detail, accuracy, urgency confidentiality and discretion are critical with minimal supervision.
Event planning is an asset.