Senior Executive Assistant, Office of the CEO

Job Description

* Assists the Office Manager in providing sophisticated calendar management by prioritizing inquiries and requests; make judgement and recommendations* Works closely and effectively with the Office Manager to keep the CEO well informed of upcoming commitments and responsibilities, following up appropriately* Prioritizes conflicting needs; handles matters expeditiously, proactively. Follows-through on projects to successful completion, often with deadline pressures* Coordinates complex travel arrangements and prepares expenses for the CEO* Manages the CEO contacts* Supports the day-to-day activities of the Chief of Staff* Manages the Chief of Staff calendar & CEO Office calendar (Board sessions, events, trips)* Prepares, gathers, and relays confidential information and material on a daily basis. Ensures security and confidentiality of data* Working closely with the Office Manage plan meetings, lunches, events and off-sites for the Executive Team and Board including budget management, site selection, technology requirements and catering* Coordinate/arrange complex travel arrangements for the CEO Office staff and Board* Prepare draft of minutes at the Executive Team meetings* Develop, edit, and finalize documents and presentation materials; often on short notice* Prepare expense reports for the CEO Office staff and Board* Process invoices and tracks all expenses against the approved budgets – CEO Office & Board* Proactively creates and maintains effective workflow and communications which includes the handling of a variety of projects and tasks simultaneously* Responds to phone, email and in person enquiries – providing general information and referring enquiries to appropriate sources based on priorities, procedures, protocols, and personnel* Supports OTPP Board the Board Secretariat Team with administrative duties such as calendar, catering and expense management as required* Serves as a back up to the Office Manager and Board Coordinator and performs other duties as required* Knowledge and understanding of the business units and departments, especially the ones that work/interact with the CEO* Establish relationships within Teachers’, OTPP Board and external contacts to ensure the continued success of the organization and consistency in process* Meet and greet guests at Reception and escort to appropriate meeting room* Supports the day-to-day activities of the CEO, Chief of Staff and Manager, Office of the CEO* Manage multiple tasks in a fast-moving environment* Establish priorities quickly and juggle competing priorities on an ongoing basis* Maintain the utmost discretion and confidentiality* In consultation with the Manager, ability to make decisions using sound business judgment* Must be able to communicate complex things matters in a concise and simplified way* Must have excellent coordination and planning skills* Must be highly detailed oriented at all times* Able to turn around urgent requests quickly* Must have a high degree of flexibility; must be able to cope well under pressure; be able to multi task* Find the right balance of calendar support for the CEO as guided by the Manager* Ability to represent the CEO’s office and Teachers’ to a high degree of professionalism, diplomacy, and tact at all times. Impeccable ethical standards* Demonstrated experience on MS Office skills: Word, Excel, PowerPoint* Familiarity with Diligent BoardBooks (desired)* Business sense and results oriented - has a strong business sense and can decipher priorities and make sound judgment calls when needed* Commitment to excellence - perform duties at the highest level possible on a consistent basis* Excellent communicator - able to interact with people of all levels in a confident, professional manner* Excellent written, oral, and proofreading skills. Meticulous attention to detail* Strong organizational skills and proven experience in time management and calendar management for Senior Executives* Good understanding of budgets* Ability to maintain confidentiality at all times on a wide range of issues.* Ability to recognize and react to confidential situations and the use of judgement in these instances* Collaborator - have team-oriented experience and approach* Service focus - dedicated to meeting the expectations of the CEO and other senior executives by maintaining effective relationships with interested parties. Lead by example* Ability to be flexible and respond quickly to changes* Willingness to provide support outside of regular business hours when necessary* College diploma* Minimum 8-10 years providing administrative support at executive level* Pay-for-performance environment that offers competitive salary and incentive* Numerous opportunities for professional growth and development* Comprehensive employer paid benefits coverage* Retirement income through a defined benefit pension plan* The opportunity to invest back into the fund through our Deferred Incentive Program* A flexible/hybrid work environment combining in office collaboration and remote working* Competitive time off* Our Flexible Travel Program gives you the option to work abroad in another region/country for up to a month each year* Employee discount programs including Edvantage and Perkopolis
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