Executive Assistant- Onsite Operations

Job Number: 47445

Executive Assistant- Onsite Operations

Job Description:

Our client is looking for an Executive Assistant to join their team! This individual will act as a receptionist for the main lobby area of our Morrisville Site and also as an executive assistant to leaders in our Operations, Supply Chain and Site Services groups- and occasionally as back up to other executives. The role will greet incoming employees, visitors, suppliers, vendors and clients, and also be responsible for security awareness. This role will create access badges for entry, and submit background checks, requiring confidentiality and attention to detail. This role will involve coordinating executive level projects, preparing and editing weekly reports, scheduling meetings, managing calendars and expenses for leaders. This role may involve very occasional work on weekends and in the evenings due to the schedules of the executives and their ongoing commitments.

Responsibilities:

• Be available at front reception on-site daily Monday to Friday during the hours of 7:30am and 4pm. Occasionally requires some overtime.

• Greets employees, visitors, vendors and clients professionally and with regard to security protocols for the company.

• Manages calendars, travel and expenses for three to four executive leaders on the leadership team.

• Responsible for mailroom activities- sorting and picking up and occasionally distributing mail.

• Responsibility for office supplies and managing the stock room.

• Responsible for ordering catering and setting up and removing some office meal catering events.

• Answers telephone calls, tactfully handles inquiries and/or refers to appropriate party.

• Coordinates and makes notifications and arrangements for travel reservations and appointments.

• Prepares and reviews security reports, processes background checks, maintains the active Contractor and Vendor lists and issues badges as required.

• Prepares and reviews training curriculum reports and updates department employee requirements as directed.

• Supports HR and company events like orientation, and welcoming new employees, and requested to sit on the engagement committee, or MERT Safety committees.

• Obtain, prepare and retain sensitive information with the highest confidentiality.

• Support on site visitors and special audits, by creating agendas, ordering catering, booking meeting rooms, preparing for on-site protocols and occasionally helping with travel coordination.

• Operates a variety of general office equipment such as copier, calculator, printer and personal computer.

• May coordinate large events such as All Employee Meetings, off-site events, etc.

• Coordinate and schedule company tours with the Manufacturing and Process Development buildings and teams.

• Identify and resolve problems in a timely manner as necessary.

• Liaise with corporate and internal staff at all levels.

Education Requirements:

• Bachelors degree an asset

Desired Background/Skills:

• Significant experience- 5-7 years supporting a senior or executive role as an administrative or executive assistant

• Experience working in a global corporate environment would be an asset

• Proficient computer skills- Word, Excel and PowerPoint and in-depth knowledge of relevant software such as MS Office

• Experience using Microsoft Outlook and Concur Expense management is an asset

• Knowledge of standard office administrative practices and procedures

Qualifications:

• Strong organizational and planning skills

• Good written and verbal communication skills

• Information gathering and monitoring skills

• Problem analysis and problem-solving skills

• Ability to make decisions at the appropriate level

• Adaptable team member

• Great attention to detail and accuracy

• Manage shifting priorities with flexibility and accuracy

• Expected to strictly maintain confidentiality and exhibit discretion and professionalism in all activities

• Can work independently with little supervision

Other Information:

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Greene Resources is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.