Position: Executive Assistant
Department: SUD Corp Sales – 057100
Reports to: President
Direct Reports: None
Job Overview:
We seek a dynamic, proactive individual to join us as an Executive Assistant to the President. This full-time contract role will begin as a maternity leave cover for 18 months, with the potential to transition into a similar position within the company. In this role, you will support the President of MacLean Engineering, ensuring smooth day-to-day operations and effective communication. The ideal candidate will be highly organized, possess exceptional interpersonal skills, and handle confidential information with discretion.
Please note that we would like for this person to begin before Christmas but we can be flexible around start date if necessary.
Essential Duties & Responsibilities:
Provide executive-level support while fostering effective relationships within the organization.
Plan and prioritize meetings.
Book and manage travel for multiple associates and events.
Willingness to run errands locally.
Prepare presentation materials and organize conference calls.
Coordinate venues, materials, and catering for corporate meetings and events.
Prioritize tasks and special projects across departments.
Manage and prioritize calls, requests, calendars, and correspondence.
Draft, review, and communicate information on behalf of the President.
Manage mail and prioritize items as necessary.
Experience with social media marketing methodologies
Complete various administrative duties with proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
Maintain confidential executive files.
Handle and track expenses and invoices.
Assist with various ad-hoc projects as assigned.
Establish and maintain effective relationships with colleagues and clients.
Qualifications:
Proven experience as an Admin Assistant/Coordinator or similar role.
Excellent organizational and multitasking abilities required.
Strong written and verbal communication skills required.
Proficient in Microsoft Office Suite.
Quick learner of new software.
Ability to adapt to a fast-paced, dynamic work environment.
Education:
Previous experience supporting executive-level management is beneficial in addition to any related certifications or educational background.
“This job description is not limited to those duties specifically listed and can be changed at any time in order to adapt to business demands or organizational changes.”
Please note that employment with MacLean Engineering is contingent upon the successful completion of a background check conducted by our third-party provider, Sterling Backcheck. This process may include verification of employment history, education, and a criminal record check, depending on the requirements of the position.
A clear and satisfactory result is required for all candidates prior to the confirmation of employment.
