Executive Assistant

PUB309902

About this role

About this role

We’re hiring a Executive Assistant for our highly successful Animal Health client located in Guelph, Ontario . This role is currently remote post covid will require some travel to the office.

This opportunity through Brunel to support our client is a full time ongoing need.

  • Responsibilities:
  • Provide administrative support to the General Manager; Finance & Operations; Legal & Compliance as required.
  • Compiles reports (i.e. Board Reports) and other communications.
  • This includes verifying accuracy, interacting with department contacts and obtaining related information in order to expedite required approvals.
  • Coordinates Management Team meetings by preparing agenda, distributing pre-work items, recording minutes and following up on action items.
  • Coordinates off-site meetings, by identifying and developing program focus, preparing agenda, selecting site, group activities and related exercises, booking speakers and/or entertainment, negotiating and authorizing site and catering contracts or organize stimulating and productive team building.
  • Co-ordinating and/or creating presentations; booking business travel; managing calendars; completing expense reports; sort, process and distribute mail; photocopying; booking/set up of meetings, and townhalls; co-ordinate meeting agendas.
  • Maintains and updates email groups/distribution lists and contact information
  • Maintains calendars for the GM coordinating internal and external demands, engagements and commitments, scheduling appointments, arranging regular and recurring meetings, as well as coordinating the calendars of direct reports to ensure efficient allocation of time and availability.
  • Coordinates Staff meetings by developing agendas and ensuring topics are in line with the target audience.
  • Leads Social Committee in facilitating team building and fund-raising activities.
  • Key point of contact for general office issues/concerns as they arise.
  • Will assist the Finance & Operations Head in ensuring Office Services runs smoothly and will interact with Office Services Co-ordinator to ensure that this occurring.
  • Ensure that all required blanket PO's for organization are created annually, and handling payments such as office rental, fleet, etc.
  • Arrange training, meetings, travel, couriers.
  • Ensure proper coding and processing of invoices not on PO's
  • Coordinate Grants & Donations Committee
  • Assist with updating and maintaining corporate records and licenses.
  • Upload signed agreements and input data required in contracts database system for Canadian and Global agreements.
  • Maintain Legal Sharepoint sites for Canada and Global and upload documents, as required.
  • Coordinate execution of documents and agreements.
  • Coordinate with outside counsel regarding filings, litigation, correspondence and arrange for payment of legal invoices all with highest degree of confidentiality.
  • Coordinate insurance inquires and requests with Risk Management and third-party brokers, and handle certificate of insurance requests.
  • Responsible for organizing Legal files and preparing index summaries for offsite storage, as required.
  • Assist with implementation and training of legal policies, programs and procedures.
  • Assist with audit remediation plans and action items/steps, as required.
  • Coordinate and assist International Legal/Global Legal teams on new initiatives and projects.
  • Arrange training, meetings, travel, couriers.

Requirements

Requirements

Qualifications:

  • Tech savvy when it comes to Microsoft Office products, sharepoint!
  • Willingness to think outside the box and have amazing problem solving skills
  • Previous experience/exposure in a similar capacity
  • Experience in managing multiple priorities, administrative coordination, and logistics
  • Well-organized, detail-oriented, ability to multi-task with great follow-up skills
  • Strong written and verbal communication skills

Benefits

Benefits

What we offer
Why work with Brunel? We are proud to offer exciting career opportunities from over 100 offices globally in 44 countries. Advancing your career takes time and effort – let us match you to your ideal position.

Join the Brunel Family

Join the Brunel Family

About us
Brunel has a reputation for working with some of the best in the business. That’s what we continually strive for. Over 40 years, we’ve created a global network of interesting clients and talented individuals working together through a vast array of services

Start applying immediately

Start applying immediately

Sending an application is quick and easy. Just make sure you have the required documents ready to go.

  • Certifications (optional)
  • Job references (optional)
  • Motivation Letter (optional)
  • Resume
Apply now

Any questions remaining?

Your consultant, Diana Grodowski is happy to clarify anything about this vacancy. When reaching out, use the pub number:
PUB309902

Account manager

Diana Grodowski
Brunel Canada - Toronto
d.grodowski@brunel.net

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