The Corporate Executive Assistant / Office Manager is responsible to coordinate the workflow of the Corporate administrative department to ensure efficient operation; to provide the executive staff with accurate and efficient assistance of highly confidential material; coordinate building maintenance and building security; and to communicate with employees to develop a team spirit among staff, while advising, assisting, and maintaining company values and protocol for all.
KEY RESPONSIBILITIES
General Duties:
- Read and comply with ECCO’s Human Resources Policies and Procedures
- Read and comply with ECCO’s Health & Safety Policies and Procedures
- Report any accidents, incidents and near-misses immediately to your supervisor
- Assist in the success of ECCO’s Safety Program with Suggestions, by setting good example, and by ensuring that safety is at the forefront of your actions while at work
- Take courses as recommended or as deemed necessary
Executive Assistant:
- Assist VP & GM with organizing and prioritizing organizational initiatives
- Schedule and maintenance of calendar for VP & GM
- Project coordination for various corporate initiatives as required
- Liaison for Leadership team to ensure smooth communication across all departments
- Compose and distribute correspondence, both internal and external
- Compile and create detailed reports and presentations
- Transcribe detailed meeting minutes for various Corporate meetings
Office Manager:
- Ensure proper work flow of administrative department, assisting where needed
- Quarterly performance reviews with direct reports
- Manage Corporate office, ensuring organization and cleanliness of space
- Create and maintain company forms ensuring consistency
- Administer company travel and event arrangements
- Organize company celebrations for all divisions
- Maintenance of company intranet
- Manage security and maintenance of building and yard to ensure they are in good repair and protected
- Negotiate various contract renewals
- Review and approval of all Corporate AP and employee expenses prior to final signee
- Maintain current and accurate records of all petty cash expenditures and ensure that adequate funds are available at all times
- Manage corporate cellular account, including administration of devices
- Coordinate annual long-term awards for all divisions, from congratulatory letters, to ordering chosen award items, to distribution and award presentations
- Corporate employee onboarding
- Other duties as deemed necessary by Management