Description:
The Executive Assistant – CDN provides advanced administration support to a Vice President role, while exercising good judgment, maintaining appropriate confidentiality, and ensuring a professional representation of the company.
Job Responsibilities
- Manages VP’s calendar, as required, by effectively scheduling and prioritizing meetings, while handling potential conflicts and monitoring upcoming deadlines.
- Prepares and compiles documents, presentations, reports and correspondence for a variety of audiences, including company and external parties and from a wide variety of internal company and external sources
- Schedules and coordinates meetings including preparing agendas, compiling and distributing documents in advance of meetings, invites internal/external guests, catering, sourcing meeting location, AV equipment needs.
- Maintains guidelines, reports and documents within a records management library.
- Records, transcribes and distributes minutes of meetings, as well as follows up on any action items.
- Organizes and prepares department invoices for payment,
- Assist with travel and conference arrangements as requested.
- Performs other office functions such as: maintain office supplies, ordering of business cards, general report generation as required, receiving deliveries
- Provides staff of the department additional coordination and administration on large projects as requested
- Performs other duties as assigned
Qualifications
- 3-5 years of professional administrative experience
- Diploma/Certificate in related post-secondary education strongly preferred or equivalent combination of education and experience
- Advanced MS Office skills, Word, Excel, and PowerPoint
- Excellent attention to detail
- Strong interpersonal skills with the ability to work with all levels of management and employees, gain credibility, deliver excellent customer service, and foster positive working relationships with internal stakeholders
- Strong organizational skills including the ability to multi-task and prioritize/re-prioritize
- Strong communications skills, both oral and written
- Familiarity in the Property and Casualty/Life insurance industry is considered an asset
- Property Management Experience is considered an asset