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Executive Assistant


Overview

As an ambassador of Starlight, the Executive Assistant, with the utmost discretion, will be responsible for direct support of the members of the C-Suite team, including the management of all administrative duties, travel, calendar scheduling, internal/external communication and special projects as required. 

Application

Qualified candidates can submit their resume to hr@wposborne.com

Duties and Responsibilities
  • Provide direct administrative and office management support 
  • Maintain work schedule and calendar of the Executives
  • Prepare travel schedules, book travel arrangements, and make reservations for senior management and executive staff. Check Executives in for flights and stay abreast of changes and cancellations
  • Maintain corporate files
  • Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling and make edits as necessary
  • Prepare draft reports, background documentation, and research
  • Review and edit Lease agreements
  • Receive and screen all inbound telephone calls, e-mails, and visitors for the Executives
  • Troubleshoot and/or escalate office administration issues, in conjunction with the People & Culture team
  • Facilitate communication from department managers, business unit leaders, and project managers as per the direction of the Executives
  • Gatekeep all walk-in meeting requests 
  • Liaise with all internal and external stakeholders
  • Complete expense reports, pay invoices, and other related duties
  • Take and transcribe meeting notes
  • Prepare and review presentations
  • Purchase Order creation and management
  • Maintain claims log and files
  • Act as Board Liaison – prepare and provide documents, set up of calls and meetings and collection of executed documents
  • Act as liaison for external legal Counsel
  • Maintain records room
  • Ensure all documents are filed and distributed accordingly 
  • Complete and execute monthly distribution forms 
  • Complete and execute quarterly resolutions
  • Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling and make edits as necessary
  • Prepare draft reports, background documentation, and research
  • Present a positive and professional image of the executive office to all visitors, suppliers, inquiries, and other persons
  • Treat all responsibilities with the utmost discretion
  • Ensure executive fridges are replenished 
  • Overtime required as per the Executives’ schedule
  • Assist with special projects and any additional duties as necessary
Requirements
  • 5-8 years' experience in an Executive Administration role preferred
  • Excellent communication skills and phone manner, assertive, able to initiate new methods 
  • Strong follow-up skills and able to deal with tact, diplomacy and confidentiality
  • Able to work in a changing environment, fast-paced environment.
  • Able to deal with sensitive issues, confidentiality, and demonstrate reliability and loyalty
  • Appropriate physical presentation and attire 
  • Pleasant demeanor
  • Post Secondary Diploma in Business Administration, or relevant discipline, required.
  • Strong knowledge of office procedures and practices
  • Keen attention to details.
  • Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point)
  • Resourceful and flexible
  • Proven organizational and time management skills
Location

Head office

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