Executive Assistant (416)

Job Summary:
Join our team as an Executive Assistant to the President where you will play a crucial role in supporting the President in various administrative tasks. This full-time position requires exceptional organizational skills, attention to detail, and the ability to handle a wide range of responsibilities efficiently. As the Executive Assistant, you will be instrumental in ensuring smooth operations within the office of the President.

Responsibilities:

· Provides general administrative and confidential support for the President, Board of Directors and Board Committees.

· Coordinates and schedules board committee meetings, prepares agendas, takes notes, and prepares minutes.

· Maintains a high level of professionalism, as the first point of contact between President and external stakeholders.

· Supporting legal research and communicating with vendors, experts, Lawyers, opposing counsel and other staff.

· Proofreading legal documents, indexing and updating pleadings and discovery binders

· Establishes and maintains corporate and legal records and reports. Participates in administrative staff meetings.

· Manages sensitive documents and matters with a high level of confidentiality and discretion.

· Organizes meetings, including scheduling, sending reminders and organizing catering when necessary.

· Handles special projects and information requests as assigned.

· Recommends new approaches, policies and procedures to effect continual improvements in efficiency of services performed.

· Plans, organizes and coordinates company-related events, luncheons and celebrations

· Provides assistance to the phone system with recordings, greetings, holiday messages as well as back up for phones and retrieving messages for employees calling in sick as needed.

· Provide back up for mail pick-up, mail distribution, postage for outgoing mail and deliver mail to post office as needed.

Skills/Requirements:
- Strong customer service orientation with excellent interpersonal skills.
- Exceptional proofreading abilities to ensure accuracy in written communications.
- Experience in project coordination to support various initiatives effectively.
- Familiarity with file management systems and clerical duties.
- Bachelor’s degree (B.A.) from four-year college or university; or five+ years related experience and/or training; or equivalent combination of education and experience.