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Do you have the ability to handle multiple tasks in a busy environment, and to respond to a wide range of requests in a timely and confidential manner? Our client is looking for an individual to join their team as an Executive Assistant/ Office Manager. The right candidate will be primarily responsible for assisting the Leadership and Board committees with administrative and organizational activities needed to support the smooth operation of the organization. To this end, the focus of this role is administration duties, coordination of documents from the Board committees, coordination of contract renewal documents, coordination of meeting rooms and equipment, and reception relief. 

Job Responsibilities 
  • Manage completion of multiple tasks in an organized and efficient manner using advanced Word, Excel, Outlook and PowerPoint, as required to prepare reports, memos, spreadsheets, presentations, and documents
  • Pro-actively manage calendars and scheduling of appointments, including room bookings
  • Set up training and workshops for Leadership and Senior Management as required
  • Make travel, meeting and other arrangements for staff and Board Committee members as required
  • Prepares and sends outgoing faxes, mail, courier parcels
  • Organize email system to ensure incoming emails are sent to the appropriate staff person
  • Prioritizes tasks, tracking and ensures timely task completion
  • Create and maintains a central filing record management system for both electronic and hardcopy records
  • Assist with ongoing record management tasks and assists in the documentation of contract renewals
  • Complies and submits confidential reports and records (which includes Board, management, payroll, and regulatory reports, as well as expense and travel submissions) as required
  • Applies knowledge of FOIP Regulation and policy and procedures related to confidential information to the collection and maintenance of personal information of residents, employees and the business operations
  • Work with the Leadership team to prepare and distribute material for Board Committees and Board Committee meetings
  • Ensure material for Board Committees are timely and accurate as they become part of Board package
  • Greets visitors seeking information or assistance in a professional and courteous manner
  • Provides support, relief and leadership to the Receptionist-Administrative Assistant to ensure that the Administrative Office is open to visitors during all core business hours
  • Demonstrates confidence in the ability to respond to the wide range of calls and requests that come from basic requests for information through to requests of an urgent nature
  • Communicates accurately regarding services offered and policies as relates to financial information, new developments, human resources and operations as required

Candidate Qualifications 
  • Minimum of five years administrative/executive assistant experience
  • Diploma or certificate in administration or a combination of experience and education may be considered
  • Prior experience dealing with Boards, Board Committees, and executive managers
  • Exemplary Customer Service Skills including effectively dealing with the public is essential
  • Advanced skills proficiency with Microsoft Office programs (including Outlook, Excel, Word, Outlook and PowerPoint)
  • Excellent writing and verbal skills
  • Experience in the housing or property management an asset

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