Executive Assistant

at  Shiplake Properties

The Executive Assistant is responsible for a wide variety of administrative duties in support of the Executive Chair. Duties include but are not limited to arranging travel plans, meeting minute-taking and distribution, scheduling appointments as part of calendar management, drafting both internal and external correspondence, coordination of events and managing highly sensitive information. The Executive Assistant is required to maintain confidentiality and professionally interact with employees, management and external contacts.

SKILLS/QUALIFICATIONS:

• College diploma or university education.
• 3 - 5 years’ experience as an Senior Administrative Assistant / Executive Assistant, or relevant role, considered an asset.
• Proficient use of various office based software including Microsoft Outlook, MS Word, Powerpoint.
• Occasional travel may be required.

Executive Support

• Maintain work schedules and calendars of the Executive Chair.
• Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling and make edits as necessary.
• Coordinate the signing of documents for executives as required.
• Coordinate logistics of executives and leadership team programs including meetings, seminars, workshops, special projects, and events.
• Prepare travel schedules, book travel arrangements, and make reservations.
• Maintain and organize an electronic filing system.
• Preparation of slide decks for meetings and minute-taking as necessary.
• Order, renew, investigate services, product, information as needed.
• Personal administrative support, as required.

General Office Administration Support

• Provide back-up administrative and office management support in the absence of Office Administrator.
• Review, and distribute all incoming and outgoing mail, arrange for couriers when needed.
• Maintain boardroom presentation and readiness to ensure preparation for scheduled meetings and events.

Communication

• Communicate professionally with internal team members and external partners.
• Maintain on-going, organized communication with Executive Chair for updates and project status.
• Develop communication on behalf of Executive Chair and executives as required.
• Assist in coordinating office activities and company wide events (virtual and in person).
• Other duties as assigned.