Executive Assistant

Carmanah Technologies Corporation

June 17, 2015

Original postings on the Viatec site are removed after the position is closed, but the posting will be archived here. The original posting was at

Job Category: 
Job Specialization: 
Executive Management
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Job Summary: 

Carmanah is looking for an experienced Executive Assistant to be a shared resource for our Executive team.  This position will require a confident, personable, highly organized and detailed oriented professional who is self-motivated and proactive.  The successful candidate will also be responsible for the company’s contract administration, so they must have experience understanding, preparing and handling legal documentation with discretion and confidence.

Primary Responsibilities

  • Provide complete administrative assistance to members of the company’s Executive team.
  • Manage Executive's calendar and email inbox.
  • Schedule and organize meetings by confirming availability of participants, preparing agenda/action items, booking meeting rooms, and setting up audiovisual equipment and catering.
  • Coordinate Executive travel, provide itineraries, tickets, and international documentation requirements.
  • Process invoices and expense reports.
  • Manage and administer the Company’s contract database. Manage a contract database and new contract request system, maintain integrity of agreement templates, populate templates, escalate non-standard customization for management review and approval, obtain officer signature, circulate and file.
  • Manage a high volume of confidential paperwork including board materials, presentations and urgent confidential assignments, such as investor correspondence and press releases.
  • Coordinate and organize various events which are held periodically throughout the year.

Required Skills, Experience and Qualifications

  • A minimum of 5 years in an Executive Assistant role.
  • Post-secondary education and diploma/certificate or undergraduate degree in office administration, business, paralegal or legal assist is considered an asset.
  • Expert level skills in Outlook, Power Point, Word and Excel.
  • Experience setting up and maintaining a database.
  • Extensive experience coordinating international travel.
  • Excellent written and verbal communication skills.
  • Experience in event coordination/management.
  • Ability to multi-task, be pro-active and work accurately (strong attention to detail) in a fast-paced, rapidly changing environment, with minimal supervision.
  • Confident dealing in high level situations with exposure to sensitive information, requiring considerable diplomacy, discretion and good judgment.
  • A positive professional “can-do” attitude and customer focused approach that will enable you to deal with challenging situations with integrity.
How To Apply: 

To apply for this position, please visit our website and upload your Cover Letter and Resume.  We look forward to hearing why you are the best candidate for this position!