Executive Assistant

Executive Assistant

Location: HQ

Working Schedule: Mon-Fri 8am to 5pm

The Executive Assistant is responsible for a wide variety of administrative duties in support of the President and other senior leadership members. Duties include but are not limited to reception, arranging travel plans, meeting minute-taking and distribution, scheduling appointments and drafting both internal and external correspondence. The Executive Assistant is also required to maintain confidentiality and professionally interact with employees, management and the public. Other duties shall be assigned as necessary.

DUTIES & RESPONSIBILITIES

Executive Support:

1. Provide direct administrative and office management support to all members of the senior leadership team, as directed.
2. Maintain work schedules and calendars of senior leadership.
3. Prepare travel schedules, book travel arrangements, and make reservations for senior leadership.
4. Coordinate logistics of leadership team programs including meetings, seminars, workshops, special projects, and events; additionally, take and transcribe meeting notes. Prepare for quarterly board and monthly meetings as well as for the Town Hall.
5. Review all documents, reports, and correspondence prepared for executive signatures as necessary.
6. Preparation and collection of information for professional senior leadership team presentations to Global, Customers, etc.
7. Follow up on To-Dos as well as assignments and commitments from senior leadership team meetings to ensure timelines are met from the responsible parties.
8. Prepare draft reports, background documentation, and research.

Project Coordination:

1. Ensure the coordination of the SLT projects, ranging from strategic planning initiatives to tactical activities.
2. Establish a Project Charter for each approved project, defining the projects goals, objectives, risks, assumptions, staffing levels, roles and responsibilities, work breakdown structure, milestones, and deliverables.
3. Coordinate with applicable SLT on project activities throughout lifecycle, including the allocation of adequate resources, scheduling, documentation, budget, and other factors necessary for success.
4. Conduct meetings and forums on various initiatives and projects that are part of the President’s scope.
5. Produce regular reports (status, escalations, etc.) on the progress of projects; deliver these reports during regular stakeholder meetings.
6. Identify and resolve conflicts within project teams and associate work; create contingency plans to mitigate risk.

Office Administration:

1. Refer and/or redirect calls, e-mails, or visitors as required, backup reception duties for the Canadian Corporate/Ontario office as required.
2. Coordinate office activities, including office social events.
3. Troubleshoot and/or escalate office administration issues.
4. Present a positive and professional image of the executive office to all visitors, suppliers, inquiries, and other persons.
5. Other duties shall be assigned as required.

KNOWLEDGE & SKILLS REQUIRED

1. Post-Secondary Diploma in Business or Office Administration, or relevant discipline, required.
2. 5-7 years' experience in an Administrative role preferred.
3. Strong knowledge of office procedures and practices.
4. Positive disposition and can-do attitude that is both inspirational and influential.
5. Exceptional skills with Microsoft Office Suite (Outlook, Word, Excel, Power Point) – including advanced skills with Excel.
6. Resourceful and flexible.
7. Exceptional Communication and Interpersonal skills.
8. Excellent problem-solving skills.
9. Highly Organized and meticulous, demonstrating a high level of attention to detail and a planned approach to tasks.
10. Self-motivated team player who will fit well into high-demand, fast-paced work environment.
11. Ability to work flexible hours if needed.

WORK CONDITIONS

1. Manual dexterity required to operate computer and peripherals.
2. Interacts with employees, various management levels and the public at large.
3. Ability to lift up to 25 lbs.
4. Repetitive work.

THE COMPANY

Weston Forest originated as a family business in 1953. Today we are a vital, dynamic organization, repeatedly acknowledged by the Canadian Business Growth 500 as one of Canada’s Fastest-Growing Companies, recognized by Deloitte as one of Canada’s Best Managed Companies, recipient of the Canadian Business Excellence Awards for Private Businesses, and a winner of Waterstone Canada’s Most Admired Corporate Cultures Award.

Our culture is one of personal growth, continuous improvement, and opportunity. It is vibrant, informal, and inclusive. We live by our brand promise: “YOU’LL LOVE DOING BUSINESS WITH US”.

Our Brand Promise:

YOU’LL LOVE DOING BUSINESS WITH US

Our Core Values:

1. Entrepreneurial organization committed to continuous improvement.
2. We do what we say.
3. Inspiring personal and professional growth.
4. Your success is our success.
5. More than just a place to work.
6. Results matter, but people matter more.

Our Mission:

We quickly respond to our customers’ needs and solve their issues with a wide variety of solutions that benefit their business.

Our Vision:

We create two-way relationships with customers and suppliers, offer diverse opportunities for our team, promote open communication with all of our stakeholders, focus on strengthening our industry and growing our company.

Our Value Proposition:

Weston Forest delivers the right solutions. We are truly focused on creating great relationships and becoming your go-to source – by doing what we say we’ll do. We have proven our expertise and commitment to become one of North America’s strongest and most respected organizations. Today, Weston Forest is a trusted partner to our customers, suppliers and employees. We will continue to find new ways to solve your challenges and take an active role in building a sustainable industry.

Recent Awards:

1. Proud to be named one of Canada's 10 Most Admired Corporate Cultures.
2. Repeat winner of CANADA’S BEST MANAGED COMPANIES.
3. One of Canada’s PROFIT 500 Fastest-Growing Companies.
4. Recipient of the Canadian Business Excellence Awards for Private Businesses.

Weston Forest is committed to an inclusive, barrier-free recruitment process and work environment. Please advise Human Resources of any accommodations that are required. Any information regarding accommodation will be treated as confidential.