Primary Objective of the Position:The Executive Assistant will primarily be responsible for providing confidential administrative support and efficiently managing all facets of the Executive Chairman office. Essential Position Functions:Provides high-level administrative support and assistance to th
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Executive Assistant

Cargojet • 
Mississauga, Ontario, Canada
Position Type: Permanent
Job Description:
Primary Objective of the Position:

The Executive Assistant will primarily be responsible for providing confidential administrative support and efficiently managing all facets of the Executive Chairman office.

Essential Position Functions:
  • Provides high-level administrative support and assistance to the Executive office.
  • Provide confidential administrative support including: preparation of business travel & seminar arrangements, and meeting scheduling, agenda development, expense reconciliation, and minute taking.
  • Conserves executives time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
  • Maintains executives appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Assist in the development of corporate communications/correspondence (internal and external as required).
  • Develop and cultivate collaborative relationships with peers, members of the Leadership Team, and external partners.
  • Develop effective processes to assure efficient delivery of information.
  • Welcomes guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries.
  • Make arrangements for beverages, lunches, dinners, etc. for meetings as requested.
  • Attend and screen all calls for the Executive office.
  • Responsible for efficiently organizing files, documents and correspondences for the Executive Chairmans office.
  • Coordinating with third party partners and efficiently managing all existing memberships, loyalty programs, sporting events and other enrolments of similar nature.
  • Order all stationary for Cargojet and maintain inventory for office supplies and equipment.
  • Coordinate and maintain all office services for office needs, including insurance providers, vehicle arrangements, supplier certificates, phone and utility providers.
  • Perform customer service and reception duties as required.
  • Support with all administrative duties and directives as assigned.
  • Other responsibilities and projects as may be required.

Minimum Qualifications:
  • Bachelor Degree or equivalent.
  • Minimum 5 years of progressively responsible and diversified Secretarial & Executive Assistant experience.
  • Excellence using standard functions in Microsoft Office (Word, Excel, Outlook)
  • Excellent verbal and written communication skills.
  • Excellent organizational skills and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Ability to function well in a high-paced and at times stressful environment.
  • Knowledge of Speed writing is preferred.
  • Ability to handle a large volume of work and competing priorities with minimal supervision
  • Exceptional judgment and discretion in managing highly sensitive and confidential information
  • A quick thinker who brings a positive and high-energy approach to getting things done
  • Strong organizational and administrative skills; attention to detail is a critical part of this role
  • Ability to work both independently and in a team environment
  • Maintain efficient office procedures and a system for keeping track of multiple, competing priorities.
  • Professional communication with co-workers, and clients
  • Demonstrated competency with verbal and written business English, spelling, punctuation, and grammar

Important to Know:
  • Cargojet is an equal opportunity employer. We thank you for your interest. Only those candidates selected for an interview will be contacted.
  • We are committed to providing accommodations for persons with disabilities. If you require accommodation, we will work with you to meet your needs.
  • At Cargojet, we make safety the highest priority. Because of this priority and as we operate in a safety-sensitive environment, we require all employees to abstain from consuming Cannabis, in and outside of the workplace. This is a critical element of our drug and alcohol policy that all employees must comply with at all times.
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