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TPH Plumbing & Heating: Executive Administrative Assistant

TPH Plumbing & Heating

This is a Full-time position in Ottawa, ON posted July 23, 2021.

What will you do at TPH?

The Executive Administrative Assistant is responsible for performing all secretarial and administrative tasks for TPH in a professional and timely manner.

Provide administrative support to TPH’s management team on an as needed basis.

First point of contact for the company Answer and manage inbound telephone inquiries, e-mail, inbound/outbound mail, and any in-person inquiries from clients, business partners and other parties Refer all inquiries to the appropriate individuals or departments across the organization Perform administrative tasks including; calendar management, phone screening, travel arrangements, preparing and tracking expense reports Assume the role as primary contact between team members, clients and employees Coordinate and prepare for meetings and conference calls, including arrangement of logistics, meeting space, communications and catering Attend meetings and take meeting minutes, accurately and enter notes and distribute Maintain a daily electronic journal, arrange meetings and provide reminders as needed; maintain a master corporate calendar of all meetings space bookings, events, holidays and vacations Assist in preparation of presentations, correspondence, metrics, charts, tables and graphs on MS platforms Handle confidential and non-routine information and facilitate communication between appropriate department and outside organizations Establish and maintain positive working relationships with others both internally and externally to achieve goals of the organization Assist HR with developing and creating engaging content for social media Ensure adequate supplies of office stationery, general office supplies, office furniture, uniforms and other equipment; reorder when necessary Event planning, booking and coordination Maintain company accreditations Update and maintain all company list Assist and proofread all Internal/External communication as necessary Produce professional-quality reports, presentations and briefs Develop and carry out efficient documentation and filing systems for electronic records Keep accurate information and update contacts in Outlook, and create groups for correspondence Maintain VOIP phone system and provide support to employees as needed Other responsibilities and directives as assigned What You’ll bring?

Fluently bilingual in French and English College Diploma in Business Administration or at least 5 Years of relevant experience Strong planning, and time management skills Exemplary organizational, problem solving analytical skills Ability to manage multiple demands, work independently and meet deadlines Expert knowledge of MS Office applications and web applications; technology troubleshooting capabilities a plus Excellent customer service skills and attention to detail Demonstrated ability to handle confidential information and ability to maintain professionalism in diverse circumstances Strong communication skills, written and verbal, to all levels of an organization including executives, vendors, clients and employees Excellent common sense and ability to make solid judgment calls independently What TPH will do for you?

Balanced and flexible work hours Pension plan and benefits Competitive pay and compensation Laptop +++ so much more