Executive Assistant role at IMO Oberflächentechnik providing administrative support and office organization. Coordinating meetings, managing correspondence, and overseeing projects.
About the role
- Executive Assistant providing administrative support to six AVPs within the Canadian Compliance leadership team. Managing calendars, organizing travel, and coordinating meetings in a hybrid work environment.
Responsibilities
- Support leaders in the execution of their work by managing multiple calendars, arranging and coordinating meetings, and managing last minute changes to schedules
- Organize and make appropriate arrangements for business travel and accommodations, and assist with expense reimbursement through Concur
- Help organize and participate in events (e.g. Town Halls, team socials) and larger conference calls, including: booking rooms, coordinating locations, arranging catering, setting up technology services, sending post-event feedback surveys
- Liaise with internal partners such as Event Services, Linguistics, Communications and Legal to coordinate planning activities and carry out activities
- Manage shared drives, SharePoint sites, new hire materials and onboarding resource site
- Work with hiring managers to coordinate onboarding for new employees joining the department
- Manage organizational charts, headcount trackers, and support budget planning and expense tracking
- Prepare presentations, communications, and reports as required
- Support the team by continuously developing knowledge and proactively identify areas for process efficiencies
- Provide back up support for other EAs as needed
- Other duties as required
Requirements
- 2 to 5 years experience in an office environment as an executive assistant supporting multiple leaders
- High proficiency/skill working with MS Suite products including Outlook, PowerPoint, Excel (experience with pivot tables), Publisher, CoPilot
- Experience managing, building, and administration of SharePoint sites
- Ability to navigate the organization and network with other Admins to effectively to support leadership
- Efficiently manage expectations/concerns using strong relationship management and communication skills, both verbal and written
- High regard for confidentiality
- Ability to work independently, take initiative and prioritize work with a sense of urgency as required
- Provide accurate, organized, and efficient administrative support
- Demonstrated user proficiency and technical understanding with technology hardware (printers, notebooks, laptops, desktops etc.)
- French bilingualism would be an asset
Benefits
- Hybrid work environment
- A friendly, collaborative, and inclusive culture
- 15 vacation days per year
- Flexible Benefits from the day you join to meet the needs of you and your family
- Pension, stock and savings programs to help build and enhance your future financial security
- The opportunity to move along a variety of career paths with amazing networking potential
- Access to our Global Learning Centre, available 24/7 for your learning needs
- Wellness programs that support the three pillars of your health – mental, physical and financial
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