Executive Assistant supporting the leadership team at The Moresby Group in Toronto. Drive operational excellence and provide strategic support in a hybrid work environment.
About the role
- Executive Assistant II providing administrative support to executives at Aflac in Washington, DC. Responsible for correspondence, calendar management, and facilitating communications within the company.
Responsibilities
- Prepares a variety of sensitive or routine correspondence on own initiative from drafts or verbal instruction, such as memos, letters, articles, reports, proposals, charts, etc.; prepares and processes routine forms, documents, requisitions, purchase orders, transmittal forms, etc., following standard procedures and responds to inquiries
- Serves as a liaison between executives, managers, and visitors as required; reviews requests, schedules appointments, and resolves problems requiring in-depth knowledge of company policies and procedures and projects in progress; receives, screens, and routes incoming telephone calls, places calls, receives visitors, arranges appointments, and maintains the executive calendar; coordinates travel arrangements and schedules meetings, prepares agendas and materials for presentations, and takes and prepares meeting minutes
- Maintains inventory levels of office supplies and initiates purchase orders as necessary; reconciles invoices and maintains current expense and balance records against budgeted dollars; provides administrative assistance to the management team by compiling data for and developing the department’s budget; submits travel and other expenses for payment or reimbursement
- Maintains effective and accurate filing systems that provide a quick reference database of records, including but not limited to, statistical and financial reports that show the department’s accomplishments, productivity levels, operating cost, etc.; releases information according to company policies and procedures; audits files at specific intervals to identify and purge outdated or unnecessary items, and ensures confidentiality of records
- Provides administrative support related to the operational functions of the department, and assists with the training and development of subordinate secretaries and other administrative staff
- Support leadership team through coordinating divisional/departmental meetings and events as well as supporting company events including Employee Appreciation Week, holiday celebrations, etc.
- Performs other duties as required
Requirements
- Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) (preferred)
- Excellent oral, written and interpersonal communications skills to interact effectively, exercise discretion, judgment, and diplomacy when dealing with internal and external customers, and senior and executive management
- Self-starter
- High school graduate
- Four years of administrative support experience, including one year supporting executive-level management
- Or an equivalent combination of education and experience
- Bachelor's Degree (preferred)
Benefits
- Health insurance
- Dental coverage
- Vision coverage
- Prescription drug coverage
- Health care flexible spending
- Dependent care flexible spending
- Aflac supplemental policies offered at no cost to employee
- 401(k) plans
- Annual bonuses
- Opportunity to purchase company stock
- 11 paid holidays
- Up to 20 days PTO for any reason
- State-mandated sick leave (Washington employees accrue 1-hour sick leave for every 40 hours worked)
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