Executive Administrative Assistant
Executive Administrative Assistant
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Salary Not Disclosed
1 Vacancy
Job Description
Become an integral part of the Asset and Wealth Management team where you will have the opportunity to work in a fast-paced organization and each day will be unique! This role provides a platform for professional growth and skill enhancement. Be part of a team that is results-oriented with a focus on attention to detail and quality.
As an Executive Assistant with Asset and Wealth Management you will need to work well in a team environment be able to represent the manager/group with professional courtesy and acumen and deliver flawless work output. Your daily routine also includes interaction with various executive level internal clients across the lines of businesses. You will need to adapt procedures processes and techniques to complete assignments in line with the departments activities and goals.
Job responsibilities
- Greet visitors & callers ensure outgoing/incoming mail is distributed assist and organize meetings and other standard office duties.
- Prepare and process payables and receivables for contracted services and general office costs.
- Prepare and process operation agreements. Maintain contractor documentation files collect vendor questionnaires W-9 and verify regulatory obligations and licenses have been obtained including the Sustained Forestry Initiative (SFI).
- Collect and manage certificates of insurance verifying required coverage for contracts.
- Participate in annual internal audit processes.
- Assist with Portland log accounting for problem resolution and share relevant data. Issue load ticket books; maintain load ticket book inventory.
- Attend in-house training/workshops; including the annual Office Administrators Meeting
- Maintain complex and detailed calendars
- Manage the coordination and logistics of both internal and external meetings
- Handle regular activities without prompting and advise in advance with issues or delays
- Assist in editing spreadsheets and presentations including printing and binding for client meetings
Required qualifications capabilities and skills
- At least five years of administrative experience
- Advanced ability to organize
- Discretion and good judgment in confidential situations and proven experience interacting with senior management
- Strong interpersonal written and oral communication skills
- Strong proficiency in Microsoft Office
- Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management
Preferred qualifications capabilities and skills
- Experience supporting at the Managing Director level (or equivalent) or above
- College degree is a plus
Note: This role requires five days in the office (Mon-Fri) and will not support Hybrid options.
Employment Type
Full-Time
