Executive Administrative Assistant

1. Job Function
The Executive Administrative Assistant manages and oversees the day-to-day operations of the Office of the Managing Director by providing administrative support, to optimize professionalism and effectiveness of the Managing Director and his/her office. All activities must conform to the guidelines and standards set by the organization and must conform to recognized professional administrative standards.

2. Principal Duties and Responsibilities
1. Provides comprehensive support services to the Managing Director that ensure a professional, responsive and effective experience with the organization as a whole;

2. Maintains systems and standards to ensure that the Managing Director is always properly informed and prepared to meet responsibilities to internal and external stakeholders; Anticipates the Managing Director’s needs and responds accordingly;

3. Troubleshoots conflicts with little guidance; make judgments and recommendations to ensure effective day-to-day operations;

4. Administers all correspondence and manages all communications. Handles all interactions with tact and professionalism in line with the company’s premier brand image;

5. Maintains a high level of professionalism in all activities and communications to ensure the Managing Director’s office reputation is safeguarded;

6. Monitors projects assigned to individuals by the Managing Director to ensure timely and accurate completion;

7. Maintains hard copy and electronic filing systems to facilitate easy retrieval, confidentiality and proper record keeping in keeping with the company’s business legal and regulatory requirements throughout the company;

8. Exhibits initiative and sound decision-making in handling the oversight of the Corporate office to achieve the Premier Brand attributes of the company;

9. Provides administrative services on various projects and initiatives as assigned by the Managing Director;

10. Arranges meetings, prepares packages for attendees, take minutes and notes as required, producing said notes/minutes within set timelines.

11. Organizes all necessary arrangements for travel, events and all other logistical support required by the Managing Director.

3. Personal Attributes
• Personable
• Highly Confidential
• High Integrity
• High Level of Professionalism
• High Level of Tact and Diplomacy
• Well-Organized

4. Qualifications and Experience
• Associate Degree Business Administration or Human Resource Management
• Administrative Professional Secretary Qualification will be an asset
• Three (3) years experience in a similar capacity
• Advanced level in Microsoft Office Suite
• Minimum 80wpm (typing)

5. Knowledge, Skills and Abilities
• Excellent organizational and time management skills
• Excellent interpersonal skills
• Excellent communication and relationship building skills.
• Excellent business and report writing skills
• Advanced Minute taking and typing skills