Job Overview:

The Executive Assistant role aspect will be responsible for scheduling, prioritizing, and responding to emails, answering, and returning phone calls, organizing documents, maintaining records, and any other administrative tasks to support the Executive. This is a critical role in our business by assisting key company executives.

The Executive Assistant will have exceptional organizational and time management skills, be able to support the needs of the executive leadership team and manage the busy day-to-day operations of the office.

Responsibilities and Duties:

• Calendar management for the Executive Leadership Team with a high degree of anticipation for changing priorities and in the strictest confidence
• Plan and arrange travel for the Executive Team, including booking, itineraries and managing reservations
• Respond to email correspondence in a timely manner and prioritize their inbox as needed. Confidential document preparation/editing and send via DocuSign and other secure formats as required
• Managing Executives expenses and visa reporting on a monthly basis
• Prepare and edit documents & presentations via Microsoft Word, PowerPoint, Excel, etc.
• Assist with onboarding and offboarding of corporate employees
• Manage petty cash
• Develop and sustain strong relationships with internal stakeholders (other members of the Executive Teams and Head Office colleagues/staff) and external stakeholders (clients, guests, vendors, etc.)
• Assist with meeting planning and coordination; scheduling meeting rooms, arranging for audio-visual needs, catering, organizing materials, etc.
• Administrative support as required & any other duties as assigned by your leader or the Executive Leadership Team
• Any other duties as assigned

Education, Credentials, Qualifications:

• 5 or more years of experience in a similar executive assistant capacity at a high volume/busy professional office
• Post-secondary diploma and/or relevant education, training or experience
• Proficiency in Microsoft Office (Outlook, Word, Excel and Power Point) with proven ability to learn customized software/tools.
• Polished and professional business communication skills
• Quick learner and works well independently and in a team setting
• Experience with Executive / C-Suite calendar management and managing travel is a strong asset

Required Skills & Abilities:

• Able to exercise discretion in sensitive and highly confidential situations
• Strong influencing, interpersonal and diplomacy skills with a high comfort level in dealing with senior executives and individuals at all levels
• Excellent organizational, time management and priority setting skills in order to manage competing priorities
• Multi-tasking and prioritizing a must while working simultaneously on different projects and tasks
• Strong verbal and written communication skills in order to prepare reports, correspondence, presentation and other communication material.
• Ability to maintain confidentiality at all tines when dealing with Executives documents, calendars, etc.
• Excellent computer skills; high degree of competency working with Word, Excel, PowerPoint
• Ability to take initiative and be flexible in responding to needs as they arise
• Availability to respond to email inquiries in the evenings and weekends, as required.
• Ability to work after hours and on weekends as required.
• Ability to be intuitive and anticipate the needs of the Executives.

Working Conditions:

• Full-time permanent offer employment in a dynamic, growth-oriented, entrepreneurial business
• Highly competitive compensation package and extended benefits plan
• Fun, high energy, collegial and professional work environment.

We are an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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