Adecco is actively seeking a Executive Assistant to join our client's growing team in Thunder Bay, ON. The ideal candidate will provide top-level assistance for high level government executives. They should be well-organized and be comfortable scheduling meetings, managing calendar and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.
- Pay rate: $35/hour
- Location: Thunder Bay, ON
- Shifts: Monday-Friday | Shift within 8:00am-4:30pm
- Job type: Temporary for 2 months with possibility of extension | Full-time
Here’s why you should apply:
- Hires fast, pays weekly.
- 4% vacation pay paid out on each weekly pay cheque.
- Medical and dental benefits once qualified.
Rresponsibilities:
- Provides executive services to ensure timely and accurate information is prioritized, researched, analyzed, and summarized to keep the executive informed of issues, operations, and activities of the functional area.
- Serves as the focal point of contact between the Executive and our client’s leadership and stakeholders across the health system to manage corporate linkages and protocols.
- Manages the flow of communications to and from the office to facilitate prioritization, coordination, and delegation of information requests, ensuring the Executive is properly briefed on all significant matters.
- Provides preliminary review, synopses, and compilation of materials prepared for the Executive’s review or in preparation for meetings.
- Plans and oversees the scheduling of meetings, speaking engagements, and presentations, and coordinates the preparation and/or compilation of background materials.
- Completes a broad variety of administrative tasks including managing an extremely active calendar of appointments.
- Completes expense reports.
- Composes and prepares confidential correspondence, arranges detailed travel plans, itineraries, and agendas, and compiles documents for travel-related meetings.
- Leads and participates in assigned projects by researching and summarizing topics on a variety of operational and other matters.
- Attends meetings, working groups, and committees as part of a community of practice with other Executive Assistants across the organization.
- Manages day-to-day office operations including budget administration.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks.
- Prioritizes conflicting needs; handles matters expeditiously and proactively; follows through on projects to successful completion, often under deadline pressure.
- Participates as an adjunct member of the Executive Team, including assisting in scheduling meetings and attending all meetings.
- Assists in coordinating the agenda for senior management team meetings, off-site events, and all-staff meetings.
- Facilitates cross-regional coordination of travel and outreach plans.
- Ensures documents are kept updated and responds to requests for materials regarding the region in general.
- Edits and completes first drafts of written communications to external stakeholders.
Qualifications:
- Ministry experience is considered an asset.
- Graduation from a college or university, or equivalent education and experience.
- Strong work tenure: 5 to 10 years of experience supporting C-Level Executives, preferably in a public sector or non-profit organization, within a highly demanding work environment.
- Expertise in prioritizing and managing competing priorities and deadlines.
- Experience and interest in internal and external communications and partnership development.
- Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and social media/web platforms.
- Knowledge of executive office protocols and administrative systems within a government or large organizational environment.
- Political acuity and effective stakeholder management skills.
- Skilled in managing work processes, adapting procedures, and delivering optimal service.
- Flexibility and ability to work within tight timelines.
- Strong organizational skills with the ability to prioritize multiple tasks seamlessly and maintain excellent attention to detail.
- Very strong interpersonal skills and the ability to build relationships with staff, board members, external partners, and internal stakeholders.
- Expert-level written and verbal communication skills.
- Demonstrated proactive approach to problem-solving and strong decision-making capability.
- Emotional maturity.
- Highly resourceful team player, with the ability to work effectively independently.
- Proven ability to handle confidential information with discretion and adapt to various competing demands.
- Commitment to high performance and ability to meet deadlines in a fast-paced environment.
- Forward-looking thinker, who actively seeks opportunities and proposes solutions.
Don't miss out on this Executive Assistant position in Thunder Bay! Apply now and our dynamic team of recruiters will reach out if you qualify for this role.
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