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Job Title: Executive Assistant
Date Posted:
02/11/19 Ref. Number: 585
Full Time Part Time
Location: Markham
Requirements:       • A minimum of 10 years’ in an administrative role reporting directly to senior management • College diploma or Degree in Communications, Business, Insurance or combined experience and education • Knowledge of Canadian, US and European Privacy laws, with preference given to personal health information knowledge • Advanced and strong knowledge of English with excellent proofreading, editing and writing skills, on hard copy or digitally • Advanced knowledge of spelling, grammar, punctuation and use of style manuals • Attention to detail and rigorous approach • Ability to organize high complexity and high-volume business information and develop it into cohesive, professional reports and presentations, with little guidance and ability to recognize and respond to business related issues within the scope of the material • Ability to analyze relevant alternatives and create a rational recommendation to support business decision-making with the ability to plan and coordinate implementation of the selected alternative • Detail oriented, extremely well organized, and able to manage time and multi-task to accomplish a multitude of tasks, with conflicting priorities and timelines • Good project management skills to coordinate and lead a variety of initiatives • Ability to deal with clients in a professional and courteous manner, and to develop and leverage professional working relationships • Ability to leverage knowledge of the organization and the supported business unit’s uniqueness, to carry out accountabilities • Ability to maintain a positive attitude and composed demeanor especially during stressful periods • Ability to deal with confidential materials in an appropriate manner • Exceptionally strong communication skills, both written and verbal
Description: • Act as a project manager in supporting the business operations with the guidance of the CEO & COO, by managing priorities and ensuring follow-through • Support the executive team by monitoring calendar activities and email actions • Coordinates and dispatches meeting invitations and agendas to attendees, book meeting rooms and arranges for IT resources and refreshments in support of a smooth and efficient meeting facilitation • Prepares expense reports, reconciliation of reports • Completing product comparisons and/or updates using competitors’ information • Analysing competitors’ policy wordings to determine suitability for students/clients • Prepares documentation and correspondence, agendas and reports and gathers background materials. • Compiles, reviews and analyzes data or information that supports departmental activities, meeting deadlines • Perform back-up function for Administrative staff during vacation or other absences to ensure that support is provided on an ongoing basis • Maintains confidential information related to the business, teams, and/or leadership and ensures information is handled appropriately • Other duties, projects or responsibilities as assigned • Act as liaison and coordinate facility requirements, such as repairs, orders and general operations of the office • Maintain inventory, order supplies and ensure stock is always available for kitchen, washrooms, office • Ensure general office area is clean, tidy and kitchen clean-up roster is being followed • Provide support to the leadership team by reviewing & proof against various documentation/copy to detect and mark for correction any typographical, grammatical or mathematical errors, using standard proofreading editing marks • Track changes, add comments and use comparison/merge functionality in Microsoft Word or Adobe • Establishes and maintains organized filing systems to ensure that business and operational reports, forms, and other business documentation are readily available Privacy & Compliance • In collaboration with the CEO & COO, develop, implement and maintain an ongoing comprehensive Privacy program, including an internal privacy assurance and audit program, affiliated procedures, processes and a comprehensive suite of policies to ensure compliance with insurance industry standards and best practices on behalf of relating to PIPEDA, PHIPA, HIPPA, GDPR and other world-wide Privacy & Personal Health Privacy policies • With the guidance of the HR Generalist, provide full support, responsibility and management of: o Corporate insurance licence renewals o Employee license renewals o Tracking and coordination with a third-party lawyer
Hours per week: Monday to Friday 37.5
Rate of Pay: 50
Contact: Susan Vanderwouw
905-476-8088 Fax: 905-476-5988

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