Executive Assistant

Tomlinson is 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 this role youll be responsible for the efficient and effective management of the executive administrative needs and provide general office administration to members of the Tomlinson Infrastructure Leadership Team.

Location: Ottawa ON

Vacancy Type: Replacement

PRIMARY RESPONSIBILITIES

• Optimal calendar management (managing scheduling conflicts sending invitations organizing meetings)
• Outlook inbox organization and management
• Screening and/or responding to incoming email mail and calls
• Review and prepare correspondences
• Coordination and preparation for board meetings
• Attend meetings taking minutes distribution of minutes and action item follow up
• Creating or compiling summaries of meeting agendas reports and presentation materials to ensure they arefully prepared for meetings
• 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)
• Event coordinationoff-site meetings and any other strategic management meetings
• Tracking coordinating and registration of internal and external event participation.
• Coordinate travel arrangements.
• Review approval requirements on theirbehalf and prepare back-up documentation where required for review
• 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
• Submitting credit card expenses
• Scheduling and bringing vehicles to tire changes and maintenance appointments
• Supporting the infrastructure team with processes policies and procedures ie. creating new policy documents being the SME for new changes to current procedures to teach others meeting with other groups to improve current processes etc.

WORKING CONDITIONS

• Working conditions are normal for an office environment
• Work may require occasional weekend and/or evening work and some early mornings

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.

COMPESATION INFORMATION

The expected range for this position is $60000 - $75000. 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 program

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 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.