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Executive Assistant & Office Coordinator

Posted: 25 Aug 2009
Location: Toronto, Ontario, Canada
Executive Assistant & Office Coordinator Toronto, Ontario, Canada
The Company
SAS is a Canadian gold mining and exploration company with gold production facilities at its Holloway‐Holt Mine east of Timmins, Ontario, Canada. SAS has made a positive production decision to recommence mining and milling activities at its Holloway‐Holt Properties. The Company is focused on exploration, development and mining operations in major gold mining regions and stable political environments such as the Timmins mining district in Ontario, Canada.
The Opportunity
Reporting to the President & CEO, the Executive Assistant & Office Coordinator is responsible for a wide variety of administrative duties, including typical administrative responsibilities in addition to more complex functions and services, such as reporting, managing travel, scheduling appointments, expense tracking and office management.
Responsibilities
 Provide direct administrative and office management support primarily to the President & CEO, but also to all members of staff, as directed by verbal or written instruction
 Maintain the daily appointment calendar and manage e‐mail for the President & CEO
 Complete expense reports, pay invoices, and other monetary duties
 Prepare travel schedules, book travel arrangements, and make reservations for staff
 Manage office equipment and supplies – (Telephone, fax, internet, supplies, access/parking cards, link with landlord, etc…)
 Coordinate the logistical aspects of team programs, such as meetings, special projects, and events
 Review and/or create documents, reports, presentations and correspondence
 Prepare draft reports, background documentation, and research
 Receive and screen visitors to the office; refer and/or redirect calls (if redirected from the automated attendant), e‐mails, or visitors as applicable
 Coordinate office activities; troubleshoot or escalate basic office maintenance and administrative issues
 Receive incoming mail; review, evaluate, and distribute correspondence requiring priority attention of staff
 Facilitate communication from department managers, business unit leaders, and project managers
 Take and transcribe notes of highly confidential subjects, including minutes of executive meetings
 Maintain central filing, technical filing, server filing management
 Present a positive and professional image of the office to all visitors, suppliers, inquiries, and other interactions
 Other duties as required
Requirements
 Degree or Diploma program in Business Administration, or an acceptable combination of relevant education and progressively responsible experience
 3 – 5 years of direct work experience in an administrative capacity
 Strong knowledge of general office procedures involving procurement, travel arrangements, budget management, reports, and so on
 Able to write and format moderately complex correspondence, including memos, letters, etc.
 Hands‐on experience with productivity applications, including word processing, spreadsheets, e‐mail clients, and presentation software
 Excellent writing skills, including proper spelling, grammar, and punctuation
 Superior time management skills, multitasking skills, and the ability to prioritize tasks with minimal supervision
 High level of sound and independent judgment, reasoning, and discretion
 Ability to interpret and implement company policies and procedures
 Professional, responsive, and positive work attitude is essential
 Resourcefulness and flexibility
 Previous experience in handling confidential or sensitive information; knowledge of applicable data privacy laws
 Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items
 Able to maintain filing systems and basic databases
 Meticulous records maintenance skills
 Superior telephone manners and strong interpersonal skills
 Strong verbal skills to communicate with all levels of the executive team
 Strong customer service orientation

Contact Information:
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