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Job Description

Executive Secretary

Location Toronto, ON Canada (On-site)
Type of project Administration Receptionist, Administrative Assistant
Duration ongoing
Education required Vocational training
Years of experience
    2 - 5 years
Area of Specialization N/A
2018-11-06 Workhoppers Toronto ON
Responsible for supporting high-level executives and management or entire departments. Provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests.

Primary Responsibilities

- Provide administrative and clerical support to departments or individuals.
- Schedule meetings and arrange conference rooms.
- Alert manager about cancelations or new meetings.
- Manage travel and schedule.
- Handle information requests.
- Prepare correspondence and stuff mail into envelopes.
- Arrange for outgoing mail and packages to be picked up.
- Prepare statistical reports.
- Manage spreadsheets.
- Greet and receive visitors.
- Prepare confidential and sensitive documents.
- Coordinates office management activities.
- Determine matters of top priority and handle accordingly.
- Prepare agendas for meetings.
- Prepare contracts using contract templates.
- Update website and marketing material as needed.
- Follow up with company team members as per executives requests.
- Documents activities and prepare meeting minutes.
- Update CRM system as per executive requests.
- Assist with the hiring process, posting jobs and contacting candidates.
- Organizing and preparing bill payments and cheques.
- Takes and transcribes dictation.
- Helps prepare office budget.
- Plans events and volunteer activities.
- Maintain office procedures.
- Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
- Operate office equipment, such as photocopy machine and scanner.
- Coordinate committees and task forces.
- Relay directives, instructions and assignment to executives.
- Receive and relay telephone messages.
- Direct the general public to the appropriate staff member.
- Maintain hard copy and electronic filing system.
- Sign for UPS/Fed Ex/Airborne packages.

Specific schedule:
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