Executive Assistant

Executive Assistant to a Division Leader

Compensation range is 95,000-100,000 + terrific bonus + full and extensive benefits on day one + a fantastic pension plan + 4 weeks of vacation + employee perks!

This is a hybrid role, and you will be required to work in the office three days per week, and the office is downtown Toronto and a short walk from Union Station.

The OPPORTUNITY: Our client is a large organization that has a long, stable history and it prides itself on being a great place to work as well as having diverse partnerships within the community. They are seeking an Executive Assistant to support a busy and dynamic Division Leader. In this role you will be responsible for assisting the Division Leader with high-level administrative support. The successful candidate will possess drive, initiative and a passion to contribute to the success of the Division Leader and to the success of organization! If you are an individual who enjoys working in a collaborative environment as well as for an organization that makes a significant and meaningful difference in the lives of many, then we want to hear from you!

Executive Assistant duties and responsibilities:

• Provides administrative support to a Division Leader including complex calendar management, managing many changing priorities, managing/arranging internal and external meetings etc.
• Arranges travel, flights, hotels, car service and provides a detailed itinerary. Prepares expenses in an accurate and timely manner.
• Supports the Division Leader by managing a busy inbox, flagging urgent requests.
• Prepares presentations and a variety of correspondence.
• Proactively follows up on action items/deadlines and deliverables.
• Represents the Division Leader in a professional, customer-focused manner, serves as the main point of contact for internal and external stakeholders.
• Arrange and handle requests for meetings, engagements, conferences, etc., recognizing sensitivity and confidentiality in relation to contacts, importance of availability, etc.
• Plan and organize staff engagement events.
• Coordinate and participate with the Division Leader in setting priorities, scheduling work projects, advising on the status of work, target dates, scheduling meetings and the scheduling impact of new or pending projects/initiatives.
• Handles confidential and sensitive documents as required.
• Develop relationships with other Executive Assistants, clients, strategic partners, and third-party providers to support business objectives.
• Maintains contact and distribution lists as well as other documents related to the Board and Committees.

Qualifications:

• A minimum of 8+ years of recent relevant experience supporting a Senior Executive.
• Excellent organizational, prioritization, and has superb time management skills.
• Superior writing, proofreading, editing and formatting skills.
• Highly proficient in the use of MS Office Suite programs with advanced Microsoft Word, PowerPoint and Outlook.
• Experience managing multiple tasks/activities and highly proficient in setting and communicating priorities and timelines, handles scheduling conflicts with diplomacy.
• Highly detail oriented.
• Demonstrated ability to maintain confidentiality, integrity, professionalism, and diplomacy at all times and comfortable speaking with external clients/stakeholders.
• Strong interpersonal/communication skills to interact respectfully and effectively with diverse individuals.
• Collaborative, self-motivated and resourceful combined with a solutions oriented mind-set.
• Demonstrated sound judgement and a solutions-oriented mind-set.
• A university degree or college diploma is preferred.