NextGen | GTA: A Kelly Telecom Company Is Hiring An Admin Assistant

Executive Administrative Support & Coordination

Are you a highly organized professional with a knack for managing complex schedules and confidential tasks? Join our team as an Executive Assistant and become a pivotal support to leadership with diverse responsibilities.

Key Responsibilities

• Administrative & Personal Assistance: Provide comprehensive clerical support, manage correspondence, and attend to personal tasks for executives.
• Schedule & Itinerary Management: Maintain executive schedules, plan itineraries, and coordinate communications screening and services.
• Confidentiality: Handle sensitive materials and issues with utmost discretion and confidentiality.
• Travel Coordination: Act as the travel coordinator, arranging domestic and international trips, accommodations, and related logistics.
• Meeting & Event Planning: Organize meetings, including scheduling, preparing materials, setting up facilities, and coordinating with internal teams and external partners.
• Property & Equipment Management: Keep inventory of assigned assets, prepare personnel transaction documents, and manage access to company resources.
• Financial Processing: Timely processing of expense reports, ensuring accuracy in expense allocations and budgeting.

Additional Duties & Responsibilities

• Time & Priority Management: Effectively prioritize multiple assignments with minimal oversight.
• Scheduling & Logistics: Manage complex calendars, resolve conflicts, and organize meeting logistics including location, A/V setups, and catering.
• External Relations: Liaise with high-level external clients, agencies, and media, maintaining professionalism at all times.
• Contact Management: Maintain ongoing contacts within and outside the organization, including industry connections.
• Communication & Reporting: Prepare executive reports, compile data, and facilitate internal and external communications.
• Travel & Accommodation Arrangements: Book and coordinate domestic/international travel, hotels, and transportation needs.
• Visitor & VIP Coordination: Arrange accommodations, special travel needs, and hospitality for VIP visitors.
• Meeting Preparation & Support: Schedule conference rooms, maintain equipment, and distribute materials for meetings and workshops.
• Document & Data Management: Create templates, standardize documentation, and prepare presentations, spreadsheets, and reports.
• Technical Assistance: Maintain network access, troubleshoot system issues, and ensure smooth operations of office technology.
• Relationship Management: Foster positive relations with employees and clients by sending thank-you notes, flowers, and other thoughtful gestures.
• Project & Event Involvement: Support committee activities, organize department events, and assist in general office maintenance.
• Meeting & Event Support: Prepare agendas, coordinate logistics, and ensure efficient execution of internal and external events.