Executive Administrative Assistant

Job Description

EXECUTIVE ADMINISTRATIVE ASSISTANT to a Senior Managing Director and Managing Directors:

Base Salary is 75,000-80,000 + an Outstanding Bonus, + a "Best in Class" Pension Plan+Immediate Full and Extensive Benefits +3-4 Weeks of Vacation

This role is a HYDBRID and you will have to be in the office 3 days per week. The office is a 5 min walk from Union Station.

The OPPORTUNITY is with a client that believes in development for its employees and the previous incumbent has been promoted. The client seeking an Executive Assistant to support a Senior Managing Director and Managing Directors who are all in the same division. The Executives are looking for a collaborative partnership with their EA. The Executives want an Executive Assistant with initiative, strong attention to detail and the ability to work with internal and external stakeholders. In this role, you will proactively manage complex and ever-changing calendars, plan and arrange global travel, create and prepare documentation, correspondence, reports and presentations as well as plan team events! This is an exciting role for an experienced and highly capable EA who thrives in a busy and collaborative environment!

Responsibilities include:

• Proactively manage several complex and constantly changing calendars, schedule meetings and appointments with internal and external stakeholders. Resolve conflicts and ensure a seamless day for the Executives
• Arrange/organize internal and external meetings and ensure the Executives have all meeting materials in advance of each meeting
• Act on emails, in a timely manner, that are forwarded by the Executives
• Book travel (flights, hotel and car service) and provide a detailed itinerary
• Draft and edit correspondence for internal and external stakeholders
• Prepare reports and presentations for external and internal meetings
• Plan, organize and coordinate team events
• Plan department meetings and ensure all meeting material is organized and ready in advance of the meeting
• Prepare and submit detailed expense reports for Executives
• Keep track of information and manage/organize documentation
• Interact with external parties, act as an extension of the Executives with external clients and direct reports
• Manage confidential information with discretion
• Ad hoc duties and projects

Qualifications:

• Previous experience (6+ years) supporting Senior level Executives in a fast-paced environment
• Excellent time management skills with the ability to multitask and manage competing priorities
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook)
• Completion of post secondary education is an asset
• Strong attention to detail and possesses a forward thinking/proactive disposition
• Collaborative, likes to problem solve, provide solutions and possesses a resourceful mind-set