Executive Assistant to C-Level Executive, Canadian office of international advisory firm client, downtown Toronto.
Marberg Job Number: 2910.
Job Type: Temporary.
Initial Term: ASAP for approximately 2 months, with possible extension or direct-hire.
Existing Vacancy: Yes.
Target Compensation: From $45 per hour to $50 per hour, with some flexibility according to experience.
Regular Work Hours: From 9 a.m. to 5 p.m. not including 1 hour unpaid lunch break, Monday to Friday (35 work hours per week). Additional paid hours will be required according to client business need.
Work Location: Hybrid, with Monday, Wednesday and Friday remote-based and Tuesday and Thursday onsite at client's downtown core Toronto office, on PATH and near TTC, Union and GO stations.
Onsite Dress Code: Corporate dress code.
Responsibilities Summary:
Provide high-level administrative and strategic support to executive leader and team handling large international portfolio. Proactively manage multiple responsibilities and priorities with professionalism, utmost discretion, and attention to detail. Anticipate needs, stay connected to fast-moving developments, and ensure clarity of communication and precise, well judged and timely execution of tasks.
- Serve as a primary point of contact for Executive, handling communications and interactions with utmost professionalism and confidentiality.
- Proactively manage Executive’s calendar, including both business and personal appointments, with precision and speed.
- Provide timely project delivery for Executive, from assisting with client interactions to team coordination and administrative tasks.
- Coordinate internal and external meetings across global time zones, ensuring necessary logistics are arranged and executed properly, and preparing Executive with necessary briefing materials.
- Manage travel arrangements efficiently, including complex, multi-stop international itineraries. Support Executive during travel or international assignments and handle occasional personal errands.
- Collaborate closely with administrative colleagues to support day-to-day operations of the Executive's office, including development of appropriate processes and procedures to ensure the office runs efficiently. Embrace agile working practices, especially across global time zones, and support team members during absences or busy periods.
- Develop positive relationships with counterparts at client offices and build knowledge of key clients and relevant business contacts.
- Prepare and edit correspondence, reports, presentations, and other confidential materials.
- Reconcile travel and expense reports, maintain records, process invoices, and manage electronic and hard copy documents.
- Maintain confidentiality and handle highly-sensitive information with discretion.
- Additional executive administration responsibilities as required.
Qualifications:
Education: Bachelor’s Degree or equivalent combination of education and professional experience.
Preferred Work Experience: At least 8+ years of experience in a corporate environment, providing administrative support for senior-level executives and experience working with international business units and colleagues.
Technical and Language Skills Requirements:
- Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams (will be tested).
- Strong typing and attention to detail (will be tested).
- Experience using Curiocity, Robin, Concur, or NetSuite an asset.
- Expert Level English language skills including expert level business writing skills, with excellent spelling, grammar, proofreading and syntax (will be tested).
- Expert level English conversational skills and verbal presentation skills suitable for a diverse range of audiences including senior leadership. Polished, professional telephone manners.
Task -Based Qualifications and Additional Attributes:
- Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
- Ability to anticipate needs and proactively address potential issues with sound judgment and discretion.
- Detail-oriented with a commitment to delivering high-quality, client-ready work.
- Advanced organizational, coordinative and time management skills, with the ability to prioritize tasks effectively for self and others, meet tight deadlines and work well under pressure.
- Proven ability to respond to sensitive and confidential matters with tact, discretion, and excellent judgement in the interpretation and application of instructions and organization policy.
- Exceptional interpersonal skills and emotional intelligence.
- Demonstrated ability to work well both independently and collaboratively, and in an advisory capacity, and liaise effectively with a wide and diverse range of internal and external stakeholders.
Additional Requirements:
- Ability to support an international travel schedule, with ability to be flexible with work hours, either at the office or remotely, to ensure Executive is supported effectively, understanding this may at times mean more than the minimum on-site weekly attendance.
- Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
- Ability to work both remotely and onsite, abiding by organization health and safety policies.
- Ability to promptly provide recent, qualified employment references at point of client interview, who are available to speak with either Marberg or Marberg's client upon request.
- Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
- Provision of certification of AODA and OHSA online training course completion prior to assignment start.
- Satisfactory Background Checks, Technical Skills Evaluations, Interpersonal Skills Assessment, and additional Employment References as required.
Application Notes:
Please note our client is moving quickly. We are screening and shortlisting Candidates immediately and qualified applications may be contacted same day as date of application.
We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.
Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.
Please note that for this position, Marberg Staffing only accepts applications through Indeed.ca, LinkedIn and marberg.com.
Candidates are only contacted via official phone call, email, or LinkedIn message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message.
Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.
