ON SITE - DOWNTOWN TORONTO - (Avenue Road & Davenport Road)
Hands on role supporting CEO
About the Role
We are currently seeking an experienced Executive Assistant to provide operational and administrative support to our CEO and support office operations. This role will support and interact with senior leadership and other team members and administrative professionals on complex scheduling project management and information requests. This role will provide support, including administration of travel, expenses, meeting logistics and distribution of materials, as well as being responsible for a wide range of administrative support that enhances the efficiency of the CEO and office. The Executive admin will be able to manage multiple priorities requiring excellent attention to detail and an ability to proactively anticipate needs. Work can be highly sensitive in nature and therefore strict confidentiality and good judgment is required.
In this opportunity you will:
- Providing comprehensive support to the CEO
- The ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality
- Handle a variety of tasks including processing expenses, invoices and outside services costs, coordinating meetings and events, tracking information requests, presentation collation, and other special projects in an accurate and timely manner
- Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters
- Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports
- Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature.
- Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy
- To organize and set priorities, meet the critical deadline, and follow-up tasks; schedule meetings, plan business trips and manage information requests
- Team. Prioritize and manage multiple projects simultaneously and follow through on issues promptly
- Maintain calendar via scheduling, vetting and prioritization of various items. Handle and respond to informational inquiries and redirect them to the appropriate team member for resolution
- Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.
- Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed
- Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team
- Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO
- Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.
- Prepare budget recommendations
- Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
- Provide event management support as requested
- Provide hospitality to all guests and help to create a welcoming environment
- Answer main phone line and respond to inquiries
- Process and distribute daily mail
- Invest in building long-lasting relationships both externally and internally
- Manage petty cash reimbursements and reconciliation
- Other projects and duties as assigned including ad-hoc requests
About You
You’re a fit for the role of Executive Assistant if you:
- Have a college diploma/University degree
- Have 10+ years of experience providing executive support
- Have 10+ years of experience office management
- High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
- Strong verbal and written communication skills
- Have advanced computer skills (MS Office, Word, PowerPoint, Excel, Teams, and One Note)
- Are proficient with billing, travel and expense management systems.
- Have experience in working within fast-paced, complex, dynamic, multi-cultural business environments
- Excellent oral and written communication abilities.
- Exemplary judgement and discretion, demonstrating the ability to work with a wide range of sensitive and confidential issues
- Have thorough knowledge of general office practices; resourcefulness in gathering data and getting answers to questions
- Are detail orientated with the ability to work efficiently with complex information.
- Are a self-starter and proactive with the ability to work with minimal supervision and manage workload effectively with competing demands for resources and time
- Have proven organization skills including ability to shift focus between responsibilities quickly
- Can manage and prioritize multiple tasks in a dynamic work environment including a proven ability to meet aggressive deadlines.
- Motivated to learn new skills in a spirit of continuous improvement and personal growth.
- Proactive with a ‘can do’ attitude and will jump in to support others as needed
- Able to maintain a high level of integrity and discretion in handling confidential information.
- Excellent judgment is essential
- Ability to switch gears at a moment’s notice
Job Type: Full-time
Pay: $70,000.00-$80,000.00 per year
Additional pay:
Benefits:
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Vision care
Schedule:
- Monday to Friday
- Weekends as needed
Experience:
- Executive Assistant: 10 years (preferred)
- Office management: 10 years (preferred)
- CEO Support: 10 years (preferred)
Work Location: In person
