Executive Assistant

IPEX Group•Oakville, MB

11d•CA$81,300 - CA$101,600•Onsite

About The Position

IPEX is seeking an Executive Assistant to provide high-level administrative and operational support to multiple members of the C-Suite. This role is crucial for optimizing executive time and ensuring the efficient execution of strategic priorities. The ideal candidate will possess exceptional organizational skills, discretion, and leadership capabilities, including the supervision of administrative staff. This position serves as a key liaison between senior executives and internal/external stakeholders, facilitating smooth day-to-day operations and executive-level initiatives. This is an office-based position in Oakville, Ontario, requiring onsite presence.

Requirements

8+ years of proven experience in a similar role, providing support to executives within the C-suite.
Up-to-date knowledge of Microsoft Office suite (Outlook, Word, Excel, PowerPoint) and visual conferencing software (Teams, Zoom, etc.).
Excellent communication and interpersonal skills.
Strong sense of initiative and excellent problem-solving skills.
Ability to use independent judgment and discretion with highly confidential matters.
Ability to work in a fast-paced and multifaceted environment; being flexible to changing business needs.
Excellent written and verbal communication and interpersonal skills.
Exceptional time management skills with the ability to multitask, prioritizing for greatest impact.

Nice To Haves

College diploma or university degree in administration, an asset.
Bilingualism (French/English) would be considered a strong asset.
Knowledge of SAP would be considered a strong asset.

Responsibilities

Provide support to the Chief Executive Officer, Chief Human Resources Officer and other executives with day-to-day calendar management and managing calendar conflicts.
Coordinate travel arrangements, preparation of business trips, managing multiple itineraries.
Coordinate local and overseas meetings, conferences and events, settling contracts to prepare all vital logistics. This may include booking conference rooms, coordinating web and conference calls, renting audiovisual equipment, restaurant reservations, air travel and hotel bookings, using the SAP Concur system.
Management and oversight of direct reports; i.e. reception and administrative staff and all duties and approvals required.
Act as point of contact for external vendors (e.g., coffee orders, janitorial services, and office maintenance services).
Work in collaboration with the administrative and operational support staff members to optimally resolve day-to-day issues.
Identify and implement opportunities for continuous improvement.
Preparation and coordination of expense reports, ensure timely submittals, and follow up on payments.
Purchase Order request and approval in SAP.
Management of corporate subscriptions.
Scheduling and Coordination of organizational communication on behalf of the executive team.
Prepare and handle confidential information with tact and diplomacy.