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.


Key Qualifications

  • 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.