Location : Allen Rd/Sheppard Ave West (in office)

Beta Calco is looking for an experienced and professional executive assistant to provide extensive support to our Managing Partner with both business and personal requests. The successful candidate will be a trusted part of the Managing Partner’s support team and will be able to hit the ground running to enable impact from day one with excellent communication skills and a sharp eye for detail.

The ideal candidate will ensure the Managing Partner’s time is maximized by effectively and efficiently managing their schedule, and ensuring business and personal administrative tasks are completed. The role is fast paced with multiple demands, and requires a demonstrated regard for confidentiality.

Compensation is commensurate with experience *

Key Responsibilities :

• Must be flexible and willing to work longer hours and on call during weekends and after business hours (this may include weekends and holidays)
• Accurately manage and coordinate a complex and detailed calendar of meetings, events and contacts
• Attend meetings with the Managing Partner, take notes, allocate out tasks to the management team members and track completion of tasks.
• Performing personal errands as required, examples include property management, vehicle maintenance, contractors, travel arrangements
• Spend time and become familiar with all aspects of business and residence.
• Coordinate and manage vendors and contractors at office and/or residence for building maintenance.
• Manage and log incoming scheduling requests, reschedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts.
• Track Managing Partner’s tasks and projects to ensure appropriate prioritization of projects, maintaining an awareness of high-level schedules, deadlines and key deliverables
• Complete personal errands, organizing lunch, paying bills and taxes
• Be responsive to emails, texts, phone calls, with contacts outside of normal business hours
• Inbox management, including forwarding or replying to emails and correspondence addressed to the Managing Partner
• Draft and proof read a range of internal and external correspondence on behalf of the Managing Partner
• Prepare travel schedules, book travel arrangements, and make business and personal reservations for the Managing Partner
• Track and reconcile monthly credit card statements and complete and submit expense reports in a timely manner.
• Coordinate onsite and offsite events including location, logistics, communication to participants
• Maintaining the current filing and database system and looking for ways to improve existing systems.
• Ability to travel (Valid Driver's license and own vehicle required)
• Demonstrate the highest level of ethics and ability to maintain confidentiality at all times with all situations and documentation.
• Organize Company Events and Initiatives

Qualifications:

• Completed post-secondary education
• Demonstrated experience supporting a senior level executive preferrable
• Intermediate to advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, OneNote)
• Must have a reliable automobile with adequate auto insurance and a good driving record.
• Impeccable organizational, scheduling, and time management skills, with an ability to manage multiple demands, prioritize and complete tasks, be flexible and adaptable to change, and perform efficiently under tight deadlines
• Outstanding interpersonal skills and an ability to establish strong relationships with all levels of the organization as well as build relationships with outside resources
• Good judgment and proven ability to maintain confidentiality and discretion in handling sensitive information
• A satisfactory criminal record check is a requirement of the position.
• First Class References

Note to Recruiters : Thank you for your interest, but please do not contact us.

We thank all applicants, but only those selected for an interview will be contacted

Beta Calco Inc. is committed to providing accessible employment practices that comply with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation during any stage of the recruitment and selection process, please indicate so by notifying Human Resources.

Job Types: Full-time, Permanent

Salary: $60,000.00-$80,000.00 per year

Benefits:

• Company events
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Schedule:

• Day shift
• Monday to Friday
• Morning shift
• Weekend availability

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• North York, ON: reliably commute or plan to relocate before starting work (required)

Education:

• Bachelor's Degree (required)

Experience:

• C-suite: 1 year (required)
• Microsoft Excel: 3 years (required)

Work Location: One location

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