Executive Assistant/HR Coordinator

Job Description

Position Title: Executive Assistant/HR Coordinator, Accounting, Finance and Administration

Location: Oakville, Ontario

About Samuel, Son & Co. Ltd.

At Samuel, we believe every team member brings unique and valuable skills, experiences, and knowledge to our thriving business – enabling us to build on over 167 years of success in the metals industry. We offer countless opportunities for our team members to develop and grow in their careers, empower them to make decisions on the job, and be a part of driving positive change – within our organization and in the communities where we live and work. If you’re seeking an inclusive, supportive, and welcoming workplace to make your mark and grow your career, we have the programs, culture, and opportunities to make it happen. We’re stronger together.

Here are some of the great benefits that we offer:

• Competitive wage
• Company-paid health and dental benefits
• Paid vacation
• Defined Contribution Pension Plan
• Opportunity for career stability and growth
• Tuition reimbursement program
• Flexibility with start and end times (depending on circumstances and position)
• Protective personal equipment is provided, or the cost of purchase is reimbursed
• On-the-job training
  
  

Position Summary

Reporting directly to the Director, Samuel Family Office, the Executive Assistant/HR Coordinator is a key role that will provide a full range of administrative and human resource functions. The successful candidate will support a number of activities within the family office such as, office administration, filing, administering benefits, processing payroll, and ensuring compliance with local, state, provincial and federal regulations. In addition to recruiting and placing new employees, the EA/HR Coordinator assists with guiding employees through various human resource processes and answering any questions they may have about policies. This is an ideal position for a trusted administrative and human resource professional who enjoys having close relationships with co-workers while maintaining the highest levels of discretion and trust.

Responsibilities

• Consulting with the employer and identifying employment needs
• Interviewing potential applicants regarding their skills, experience, and education
• Contacting references and performing background checks on applicants
• Informing applicants about position details, including working conditions, benefits, and duties
• Hiring or referring qualified applicants for the employer
• Conducting or helping with new employee orientation
• Keeping process paperwork and employment records
• Manage the payroll related functions within the SFO on a daily/weekly/monthly basis
• Responsible for answering related payroll questions, manage discrepancies, handle leave allocations and stay updated with legislative changes in Canada and the US.
• Other duties include but are not limited to:
• Organizing employee records
• Reviewing timesheets and work records
• Monitoring employee leave
• Tracking overtime, benefits and bonuses
• Reviewing pay slips and statements
• Calculating and distributing payroll
• Ensuring compliance with company policies and legislation
• dealing with accounting for multiple people and/or companies within a single organization
• Ensure that all transactional entries are properly supported. Monitor and report on key metrics including days abroad, cash balances, investments, etc.
• Strong writing skills for correspondence and various documents representing the Family Office
• Administrative duties such as electronically filing, confirming wire instructions with new vendors and/or confirmation of existing instructions when required, creating donation letters from a standard approved template as well as deposits to the bank
• Build and shepherd strong working relationships with colleagues and professionals, strategic partners, external clients and suppliers
• Perform ad hoc duties as required
  
  

Experience & Qualifications

• 1-3 years’ experience as an HR Coordinator & Executive Assistant
• Experience with high-net-worth individuals, family offices, or clients supporting their administrative and payroll needs is preferred
• Strong PC skills - proficiency in Microsoft Word, Excel, Outlook and PowerPoint
• Strong interpersonal and communication skills
• Excellence and thoroughness in all levels of communications, reporting and filing
• Organizational skills, ability to prioritize - effective time management skills; ability to meet deadlines and immense attention to detail
• A Bachelor`s Degree or Human Resources designation preferred
  
  

Key Individual Characteristics

• Discretion, professionalism, and exceptional integrity
• Creates the highest levels of trust
• Decisive and focused—understands what needs to be done and moves quickly to that end. Hardworking and change-adept
• An exceptional commitment to customer service –can support work across time zones and geographies
• Hands-on and performance-driven—understands the objective and moves quickly to achieve that end
• Diplomatic and effective at working with and supporting a variety of stakeholders
• Excellent judgment, someone who can anticipate issues in advance—presents solutions to issues in a timely, direct, and candid manner
• A good communicator who is able to translate information in a simple and straightforward manner
• A team player with great relationship-building skills
• Represents the Samuel Family Office in all administrative and HR matters and affairs in a professional and respectful manner
• Works well under pressure; has the ability to readjust their day without notice
• A passion for excellence and the ability to multi-task in a fast-paced environment, while maintaining a positive attitude
• Supportive and a collaborator with great follow-through skills
• A true self-starter with high energy who is resourceful, proactive, energetic, and fast-paced with a sense of urgency
  
  

At Samuel we believe in a culture of equality. Respect and integrity are at our core. We are committed to building and embracing a diverse workforce and creating an environment that is open and inclusive for everyone.