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Executive Assistant

Number of Available Positions: 1

Location: Ottawa

Experience Level Required: Fresh

Volunteer: Internship: Co-Op: Contract:
Casual: Part Time: Full Time:
JOB PURPOSE:

To perform a wide range of office support and administrative duties for the executives, with the aim of enabling efficient operations and tackling tasks that could have a dramatic effect on the success of the company.

 

Disclaimer: This position is unpaid. If you are applying for a co-op, please confirm from your college prior to submitting your application.
ROLES & RESPONSIBILITIES:
  • Assist with calendar management
  • Apply knowledge of accounting and bookkeeping
  • Maintain the filing system and keep records
  • Organize and schedule meetings
  • Manage professional and personal scheduling for CEO, including agendas, mail, emails, calls, travel arrangements, client management, and other company logistics
  • Coordinate executives’ travel plans, and travel-related activities
  • Prepare reports
  • Process expense reports
  • Organize team communications and plan events, both internally and offsite
  • Carry out administrative and office support such as typing, dictation, spreadsheet creation, and contact database
  • Maintain confidentiality of highly sensitive information
QUALIFICATION: Bachelor’s degree in a Business-related discipline
RELEVANT EXPERIENCE:
  • Minimum of 2 years’ experience as an Executive Assistant or in an administrative role directly reporting to upper management
  • Proficiency in MS Office and other office productivity tools
  • Experience overseeing budgets and expenses
  • Experience handling filing systems
  • Office 365 experience preferred
SKILLS / COMPETENCES:
  • Interpersonal skills
  • Multitasking skills
  • Superior Organization skills
  • Excellent tech and computer skills
  • Good time management
  • Problem-solving skills
DIMENSIONS (METRICS):
  • The efficiency with speed and accuracy
  • Budget management
  • Resourcefulness
  • Client satisfaction
PERSONAL CHARACTERISTICS & BEHAVIOUR:
  • Should have excellent communication skills (written and oral)
  • Must have the quality of trustworthiness
  • Must be adaptable to different situations
  • Must be able to keep sensitive information confidentiality
  • Should pay strong attention to detail
BENEFITS:
  • Training (Office 365, Cyber Security, and the virtual environment)
  • Mentoring and Coaching in the area of volunteer work
  • Reimbursement of exam fees when successfully earned the pre-approved professional certification (certain conditions applies)
  • Fixable hours and Working Virtually
  • Able to obtain a reference letter from ENCADE on the hours reported in the approved timesheet
  • Regular appraisal evaluations of skills with suggestions for improvements
  • This volunteer work/internship can be reflected on academic credits whenever applicable and accepted by the educational institution
  • Addition to the PDUs of the project management certification requirement
VOLUNTEER EXPECTATIONS:
  • 10 Hours a week minimum
  • Weekly timesheet reporting.
  • Display a positive and respectful attitude.
  • Work with honesty and integrity.
  • Represent the organization in a responsible manner.
  • Take initiative
  • Perform their jobs to a reasonable, acceptable standard
  • Deliver results
  • Maintain good attendance
  • Be dependable and responsible
  • Be a good team player
  • Conduct themselves in a professional manner, even when off duty.
  • Follow set policies and procedures when dealing with problems or issues.
We look forward to having you our fantastic team   

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