Loading, please wait...

executive assistant

Posted on December 20, 2024 by Employer details Signature Supplements

Job details

Signature Supplements Inc. is currently seeking an Executive Assistant to join our team at our Dartmouth location. This role involves providing executive support, file management, administration support with recruitment, accounts receivable and accounts payable activities. The ideal candidate will have a passion for natural health, thrive in a fast-paced environment, and possess strong multitasking and time management skills. *Responsibilities:* Executive Support * Provide administrative support to the senior leadership team, including the President and Director-level. * Monitor senior leadership emails and handle meeting schedules. * Project based research and data entry. * Prepare written communication, reports and presentations. * Answer incoming calls promptly, politely, and successfully set appointments for executive team. HR Administration: Recruitment & File Management * Collaborate with hiring manager on preparing recruiting documents including role outlines, job descriptions, interview questions, and reference check questions. * Post job openings, review resumes, and manage candidate sourcing. * Schedule phone screenings and provide a summary with recommendations on top candidates. * Coordinate candidate interviews and ensure smooth scheduling. * Complete reference checks and prepare offer letters. * Prepare and send offer letters * Maintain employee files with strong documentation practices in both electronic and hard-copy systems. * Generate HR activity reports, including attendance and recruiting statistics (e.g., new hires, department turnover). * Draft team memos and manage email communications. * Manage and record employee training records. Accounts Receivable & Accounts Payable * Process customer payments via e-transfer, credit card, cheque. * Maintain customer payment methods and account agreements. * Handle collections and provide monthly reports on accounts in arrears. * Entering Invoices and verifying PO received. * File invoices and ensure proper documentation. * Entering Shipping invoices and verifying charges to ensure accuracy. * Manage exchange rates and currency for USD invoices. * Ensure vendor invoicing is accurate. * Weekly payables review and issuing electronic payments. Requirements and Attributes: * Bachelor?s degree, college diploma or equivalent experience * 3 years of experience in office administration or business operations * Effective administration and interpersonal skills and experience working in a leadership support function * Ability to handle confidential information * Excellent written and verbal communication skills * Strong problem-solving skills * Meticulous attention to detail * Experience with data analysis, preparation of presentations, and proofreading or editing text * Possess a professional demeanor and respect to ensure diversity and inclusion is promoted This is a full time (40 hours/week) opportunity that offers a starting wage of $22 - $26/hour depending on years of experience. Hours are 9am ? 5pm with two (2) weeks? vacation per year along with personal days, health benefits after three months and group savings. To be considered for this opportunity, please submit your resume and cover letter to hr@signaturesupplements.ca with the subject line ?Executive Assistant?. Job Types: Full-time, Permanent Pay: $22.00-$26.00 per hour Benefits: * Casual dress * Dental care * Extended health care * On-site parking * Paid time off * RRSP match Flexible language requirement: * French not required Schedule: * 8 hour shift Application question(s): * Do you currently live in the HRM and are you able to reliably commute to our Burnside location? Experience: * Administrative: 3 years (preferred) Work Location: In person