Personal Assistant (PA) to Director

McMaster Supply Group is seeking a highly organized and proactive Personal Assistant to support the Director in managing daily operations and ensuring seamless administrative support. This role requires strong coordination skills, attention to detail, and the ability to handle sensitive information with the utmost confidentiality. The Personal Assistant will be responsible for managing the Director's calendar, coordinating travel arrangements, preparing for meetings, and maintaining effective communication with internal and external stakeholders. The ideal candidate has 3 or more years of experience in a similar role, demonstrating proficiency in office software and the ability to multitask efficiently. This position is crucial in facilitating the Director's schedule, streamlining document management, and providing comprehensive support to optimize productivity and organizational effectiveness at McMaster Supply Group. The position does not involve managing a team but requires excellent interpersonal skills to serve as a key liaison across different departments and external contacts.
Responsibilities

Manage and organize the Directors calendar, schedule appointments, and coordinate meetings to optimize time and priorities.
Arrange detailed travel plans including flights, accommodations, ground transportation, and itineraries.
Prepare and distribute meeting agendas, take minutes, and follow up on action items to ensure timely completion.
Handle incoming communication, filter requests, and prioritize correspondence to ensure prompt responses.
Maintain confidentiality of sensitive information and exercise discretion in all administrative functions.
Coordinate with internal teams and external stakeholders to facilitate smooth communication and collaboration.
Organize and manage important documents and files, ensuring accessibility and proper categorization.
Utilize Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, to support document preparation and correspondence.
Manage CRM software to update and maintain stakeholder records and assist with relationship management activities.
Assist in preparing presentations, reports, and other materials as required by the Director.
Support ad hoc projects and tasks as assigned to enhance departmental efficiency and effectiveness.
Ensure virtual meeting tools are set up and functioning properly for remote meetings and conferences.
Prioritize multiple tasks and responsibilities efficiently while maintaining high accuracy and attention to detail.