Executive Assistant (Office of the CEO)
IPEX is one of the leading North American providers of advanced plastic piping systems. Our mission is to shape a better tomorrow by connecting people with water and energy.
We are currently recruiting for an exciting opportunity, for the role of Executive Assistant, who will support the CEO, CHRO and COO. This role is an office-based position, located in Oakville, Ontario, with onsite presence required.
Do not miss the opportunity to join a diverse group of people-centric professionals, thought leaders and rapid thinkers, entrepreneurs in spirit and status quo fighters!
Principal Responsibilities
Calendar Management
Provide support to the Chief Executive Officer, Chief Operating Officer and Chief Human Resources Officer with day-to-day calendar management and managing calendar conflicts
Travel & Event Management
Coordinate travel arrangements, preparation of business trips, managing multiple itineraries
Coordinate local and overseas meetings, conferences and events, settling contracts to prepare all vital logistics. This may include booking conference rooms, coordinating web and conference calls, renting audiovisual equipment, restaurant reservations, air travel and hotel bookings, using the SAP Concur system
Team Management
Management and oversight of direct reports; i.e reception and administrative staff and all duties and approvals required.
Act as point of contact for external vendors (e.g., coffee orders, janitorial services, and office maintenance services)
Work in collaboration with the administrative and operational support staff members to optimally resolve day-to-day issues
Identify and implement opportunities for continuous improvement
Expense & Subscription Management
Preparation and coordination of expense reports, ensure timely submittals, and follow up on payments
Purchase Order request and approval in SAP
Management of corporate subscriptions
Communication Management
Scheduling and Coordination of organizational communication on behalf of the executive team
Handle the distribution list for management and communications for the office
Prepare and handle confidential information with tact and diplomacy
Qualifications & Experience
8+ years of proven experience in a similar role, providing support to executives within the C-suite
College diploma or university degree in administration, an asset
Excellent communication and interpersonal skills, bilingualism (French/English) would be considered a strong asset
Up-to-date knowledge of Microsoft Office suite (Outlook, Word, Excel, PowerPoint) and visual conferencing software (Teams, Zoom, etc.)
Knowledge of SAP would be considered a strong asset
Possess a positive and calm demeanour
Strong sense of initiative and excellent problem-solving skills
Ability to use independent judgment and discretion with highly confidential matters
Ability to work in a fast-paced and multifaceted environment; being flexible to changing business needs
Excellent written and verbal communication and interpersonal skills
Exceptional time management skills with the ability to multitask, prioritizing for greatest impact
Occasional travel between Canada and the US is required. The successful candidate will need to maintain eligibility to travel.
IPEX is committed to providing accommodations for people with disabilities throughout the recruitment process and, upon request, will work with qualified job applicants to provide suitable accommodation in a manner that takes into account the applicant’s accessibility needs due to disability. Accommodation requests are available to candidates taking part in all aspects of the selection process for IPEX jobs. To request an accommodation, please contact HR at HR@ipexna.com
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