Executive Assistant

Our client, a leading cosmetic and skincare manufacturing company, is seeking an Executive Assistant to join their growing team.

• Job Type: One-year contract, could be extended and with the possibility to become permanent
• Location: Markham, ON
• Competitive compensation package

Job Duties: 

• Administrative Support: Provide high-level administrative support for the vice president, requiring discretion and confidentiality.
• Communication: Prepare and edit communications, including emails, letters, reports, and presentations
• Meeting Coordination: Arrange meetings, prepare agendas, and take minutes. Set up meetings and appointments using Microsoft Outlook, maintaining calendar(s) for the assigned leader daily.
• Travel Arrangements: Coordinate travel arrangements, hotel reservations, car rentals, etc.,
• Facility Tours: Coordinate and arrange facility tours for the teams and visitors from other sites globally
• Department Meetings: Coordinate and maintain all regularly scheduled meetings, including staff meetings (e.g., employee roundtables, quarterly update meetings, SLT and pillar meetings), outside meeting planning, plus recurring and special cross-functional meetings (e.g., Canadian Leadership Team).
  • Including taking minutes, tracking action items, following up on task completions etc..
• Expense Reports: Prepare expense reports, attest and check all expense reports submitted for signature, and follow through on all documents requiring approvals, including expense reports and processing of invoices.
• Reports and Presentations: Prepare and update various reports and presentations for the assigned leader (e.g., meeting agendas/minutes, schedules, project updates/status reports, PowerPoint presentations, charts, graphs, Excel spreadsheets).
• Purchasing: Act as a back-up shopping cart creator for generating purchase orders as required.
• Liaison: Liaise with all levels of management internally and externally.
• Office Management: Oversee and monitor office supplies and maintenance of office equipment for vice president
• Research and Analysis: Conduct research, compile data, and prepare papers for consideration and presentation by vice president, and/or various committees
   

Qualifications:

• Education: College/University degree in Business Administration.
• Experience: 3-5 years of previous experience in a similar role.
• Competencies: Highly organized, minimal supervision necessary, excellent interpersonal skills and professionalism, excellent oral and written communication skills, strong leadership and interpersonal skills, outstanding computer skills (MS Office: Word, Excel, PowerPoint, Access; Visio; MS Outlook).
• Must be able to maintain confidentiality and exhibit discretion when dealing with both company staff at all levels and outside contacts. Must have and maintain an excellent attendance record.