Senior Executive Assistant

Job summary

The Senior Executive Assistant will manage the executive administrative needs of the CEO and CFO, including calendar management, travel coordination, and meeting support. They will also provide general office administration and act as a liaison between various departments.

Job details

Senior Executive Assistant We’re looking for a self-motivated individual who thrives on change and does not shy away from a challenge. No two days look the same for our team, so this person needs to be able to juggle multiple priorities and have strong decision-making and communication skills. In this role, you’ll be required to quickly gain a solid understanding of Tomlinson’s various lines of business and the players within the industry in order to effectively have an impact. You will be responsible for the efficient and effective management of the executive administrative needs of the Chief Executive Officer and Chief Financial Officer, also you will be providing general office administration to members of the Tomlinson Leadership Team. Vacancy Type: Replacement Location: 100 Citigate Drive DUTIES & RESPONSIBILITIES: Optimal calendar management (managing scheduling conflicts, sending invitations, organizing meetings) Attend meetings, taking minutes, distribution of minutes and action item follow up Coordinate travel arrangements Creating or compiling summaries of meeting agendas, reports and presentation materials to ensure they are fully prepared for meetings Review and prepare correspondences Review approval requirements on their behalf and prepare back-up documentation where required for review Screening and/or responding to incoming email, mail and calls Follow-up on agenda items or assigned task with others within the company Provide support during meetings (room reservations, catering orders, coordination with our various internal services) Coordination and preparation for board meetings Event coordination off-site meetings and any other strategic management meetings Data entry or audits as required Handling of personal administrative tasks from time to time Administrative liaising between departments Provide back-up administrative support on occasion for other departments WORKING CONDITIONS Working conditions are normal for an office environment Work may require occasional weekend and/or evening work EDUCATION AND EXPERIENCE Office administration diploma preferred 2+ years of experience as an Executive Assistant Excellent organizational skills with a strong attention to detail Ability to take initiative as a self-starter, and multi-task in a fast-paced environment to meet deadlines Ability to deal with confidential matters with professionalism and tact Excellent communication skills (verbal and written) Intermediate MS Office skills: Outlook, Word, Excel, and PowerPoint. Experience working in SAP is considered an asset COMPENSATION INFORMATION: The expected range for this position is $65,000 - $95,000 annually. Placement within the range is dependent on a variety of factors including qualifications and experience. TOMLINSON OFFERS: Competitive wages Bonus programs Employer paid health and dental benefits Extensive training programs and tuition reimbursement Retirement benefits program Family-oriented team environment Employee discounts and other rewards programs The Tomlinson Group of Companies encourages applications from all qualified candidates. Please contact Human Resources if you need accommodation at any stage of the application process or want more information on our accommodation policies. We are committed to leveraging the latest technology to enhance our recruitment process. We may use AI tools in the screening and selection of candidates to efficiently and fairly assess all applicants. A Recruiter will review all results generated by AI. If you have any questions, please contact our HR department.

What you’ll do

The Senior Executive Assistant will manage the executive administrative needs of the CEO and CFO, including calendar management, travel coordination, and meeting support. They will also provide general office administration and act as a liaison between various departments.

Requirements

Candidates should have an office administration diploma and at least 2 years of experience in an executive assistant role. Proficiency in MS Office and strong organizational and communication skills are required.

Benefits

• Competitive wages • Bonus programs • Employer paid health and dental benefits • Extensive training programs • Tuition reimbursement • Retirement benefits program • Family-oriented team environment • Employee discounts

Listed skills

• Administrative Support · Preferred
• Attention to detail · Preferred
• Microsoft Excel · Preferred
• MS-Office · Preferred
• Multi-Tasking · Preferred
• Data entry · Preferred
• Microsoft Word · Preferred
• Communication Skills · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar management
• Meeting coordination
• Minute taking
• Travel arrangements
• Correspondence preparation
• Email management
• Data entry
• Administrative support
• Communication skills
• Organizational skills
• Attention to detail
• Multi-tasking
• MS Office
• Outlook
• Word
• Excel
• Calendar Management
• Administrative Support
• Tactfulness
• Self-Starter
• Office Administration
• Professionalism
• Organizational Skills
• Ability To Meet Deadlines
• Organizing Meetings
• Administrative Functions
• Self-Motivation
• Microsoft Excel
• Auditing
• Management
• Strategic Management
• Decision Making
• Communication
• Event Planning
• Data Entry
• Leadership
• Microsoft Outlook
• Microsoft Office
• Multitasking
• Microsoft PowerPoint
• Proactivity
• SAP Applications
• Travel Arrangements
• Scheduling
• Coordinating
• Reservations
• Detail Oriented

Job areas

• Administrative
• Management & Leadership
• Executive Assistant
• Administrative and Executive Secretaries
• Executive Secretaries and Executive Administrative Assistants