Executive Assistant

New
  • Category
    Office, clerical & administrative - Administrative Assistant
  • Job type
    Temporary/Contract
  • Location
    Guelph, Ontario

Adecco is currently recruiting for an Executive Assistant to the CEO in the Guelph, ON area for an industry leader in home building.

Summary of Job Functions 

Administration – 15%

  • Sort incoming mail and courier deliveries for distribution to the CEO
  • Prepare and send outgoing faxes, mail, and courier parcels as required
  • Purchase, receive and store the office supplies for the CEO
  • Create and maintain organized hard copy material files as applicable
  • Provide administrative support to other management on request
    • Ensure diligence in maintaining balance and the ability to say ‘no’
  • Coordinate the maintenance of office equipment/IT for the Executive Office
  • Reconcile annual mileage usage
  • Personal requirements on request including banking, acquisition of consumer goods, dry-cleaning, grocery coordination, upkeep/maintenance of personal properties, etc.
  • Regular maintenance of Lee’s vehicles (Wash, Detail, Winterize, Service)
  • Coordinating of the execution of various legal agreements E.g. NDA provision and execution
  • Upkeep Lee’s subscriptions and memberships - YPO, HBR, Sirius, et al.
  • Coordination and provision of the CEO’s biography and headshot as needed
  • Correspondence with the NFL and March Madness annual office pools
  • Creation & update of written process and workflows as needed (MS Visio)
  • Manage the corporate Raptors and Blue Jays memberships and season ticket portfolios
  • Provision of gifts, cards, and/or florals where appropriate to colleagues
  • Coordinate lunch preferences daily with the Reception team
  • Maintain and action annual processes outlined within the EA Calendar

Communications & PR – 15%

  • Use MS Office to prepare written or email correspondence, reports, memos, and varying documents
    • Day-to-day business
    • Client and or colleague correspondence as needed
  • Speech and presentation preparation as needed (2-5++ times per year)
  • Support in the preparation and execution of the Hardball process for the CEO
  • Support in the preparation and execution  of the companywide Townhall events [HR Process with EA support)
  • Organize and prepare for various media and/or other interviews as needed

Calendar Management – 20%

  • Take full ownership of the CEO calendar and oversee and ensure the successful scheduling of various meetings (internal and external), appointments, project time, and so on.
  • Ensure proper time balance and strategically implement calendar solutions on a daily, weekly, and monthly basis
  • Make all travel, meeting and other arrangements for the CEO
  • Coordinate and maintain the ongoing system for the CEO’s preferences
    • Prioritize and propose innovative solutions to ensure calendar balance between scheduled meetings vs. necessary desk time
  • Consistently manage and update the ongoing ‘Scheduling Pipeline’ to ensure priorities are managed and met

Research, Planning, and Project Monitoring – 20%

  • Define and develop project action plans inclusive of tactics and workback schedules as necessary
  • Implement research tactics and provide adequate summaries for various concepts and or information:
    • I.e. M&A Industry Research and Conference Monitoring
    • Sustainable Communities Research & Report
    • Various travel and event research with presented summary of options
    • Personal research on request
  • Maintenance of various project tools and timelines as requested

Formal Strategic Planning & SMT-Functions – 10%

  • Support in the administrative functions of the annual strategic planning process, development, and monitoring
    • Update and organization of Department Plan Development, Review and Monthly Follow-ups
    • Understand and update of the Master Strategic Plan and Update of Corporate Goals
    • Update and administrative support with Must-Win Development, Review, and Monthly Follow-up, as well as update of the Must-Win Dash
  • Support in the execution of the annual Planning Process including annual forecast development and finalization
  • Administrative support in the bi-weekly SMT meeting series including Agenda preparation, meeting minutes, and action item follow-up

 

(continued on next page)

 

Budgeting & Financial Processing – 10%

  • Establish, maintain, and monitor the GENE OPEX budget
  • Review, code, and process invoices as applicable for on-time payment for GENE and other depts. applicable to the CEO (LDEV, LPH, etc.)
  • Aid in the preparation of Fusion and/or LPH and/or land packages for interested investors
  • Coordinating the flow, approval, and execution of various financial/legal paperwork
  • Monthly processing of Lee and Alicia’s Visa and AMEX expenses
  • Processing of Expense Reports for Reimbursement as needed

Other Items As Needed – 10%

  • Training & Development
  • Committee Involvement (i.e. Big Chill, Summer Social)
  • Sponsorship Fulfillment (e.g. Raptors tickets)

 

Candidate Competencies – Non-exhaustive

Core Skillsets in a Candidate

  • Excellent communicator with strong written communication skills
  • Keen eye and meticulous attention to detail
  • Trustworthy & Discreet
  • Assertive
  • Bias for Action
  • Personable and Charismatic
  • Intelligence and solutions-based thinker
  • Fast Learner / Ability to pick-up a vast range of concepts
  • Ability to work with limited direction
  • Resourcefulness (FIO Mindset)
  • Do or Do Not Attitude (Willing to dig deep when needed)

     

  • Apply with Adecco

Reference number CA_EN_1_023601_1195327

Accommodation will be provided in all parts of the hiring process as required under Adecco’s Employment Accommodation policy. Applicants will need to make their needs known in advance to their Adecco representative.

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