Employer: John Barrack Professional Corporation
Position: Executive Assistant
Terms of Employment: Full-time / Permanent
Location: Toronto, Ontario
Employment Address: 229 Yonge Street, Suite 500b, Toronto, Ontario, Canada, M5B 1N9
Hours of Work: 40 hours/week
Language: English
Benefits:
• Eligible for discretionary bonuses and/or salary increases in accordance with company policy.
• Eligible for dental insurance
• Eligible for extended medical insurance
Salary: $ 75,004.80 CAD / year -
Contact: Please send resumes to info@johnbarrack.com and include “Executive Assistant” in the email subject line.
Duties:
• Providing personal support services to the Executive Manager/Business Owner including managing his three separate calendars
• Managing all professional communications (phone lines and emails) and making sure emails are reviewed and messages are returned, prioritizing matters where immediate action is required
• Managing all administrative aspects of the Executive Manager’s three business interests, including his law practice, commercial greenery business, and floral business
• Preparing agendas and all meeting materials while providing technical support where required, such as in video conference meetings
• Transcribing emails, memos, letters and legal documents
• Drafting legal documents, including minutes of settlements, retainer agreements and legal notices, and coordinating the preparation and submission of summary briefs and reports
• Opening and managing all legal files for the law practice and ensuring that they are kept up to date
• Ordering all office supplies and furniture and liaising with the landlord(s) of the two properties
• Receiving, sorting, and distributing all physical mail and packages
• Maintaining existing clientele relationships for all businesses and identifying and engaging with potential new clients
• Collaborating with the Retail Manager of the floral business to create and execute an external sales plan
• Planning, organizing and coordinating installation projects for the floral business and ensuring smooth and efficient installations
• Collaborating with the Retail Manager to screen, plan interviews, and correspond with applicants seeking employment
• Coordinating with the staff of the floral business to plan, create, and maintain the social media calendar
• Preparing quotations for and assist with the sales activities of the floral business
• Serving as a liaison between the Executive Manager/Business Owner and the Retail Manager, as necessary
• Resolving scheduling conflicts and preparing necessary materials for meetings
• Conducting research, compiling data, and preparing papers for consideration by the Executive Manager/Business Owner
• Meeting with individuals and others on behalf of the Executive/Business Owner to discuss issues and assess and recommend various courses of action
• Liaising with other organizations and associations on behalf of the Executive Manager/Business Owner
Requirements:
• A bachelor's degree is required.
• 2+ years of experience in an Executive Assistant/administrative support role.
• Strong customer service skills gained through relevant work
• Sales and/or marketing experience is preferred
• Social media proficiency with the ability to generate content, as well as create and manage content calendars
• Keen eye for detail and ability to proofread and paraphrase where appropriate using independent judgement
• Strong and professional communication skills to correspond over the phone and through emails
• Strong verbal and written communication skills
• Proficient computer, organizational, problem-solving, trouble shooting and time management skills
• Ability to work independently as well as in a team
• Flexibility to work evenings and weekends as required
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