Executive Assistant

Who we need

Our downtown client, a rapidly growing, private equity backed organization, is looking for an Executive Assistant to support both the President and the CEO. As the new Executive Assistant, you will take proactive ownership of executive-level administrative and organizational efficiency, prioritizing professional communication, strategic projects, high-priority meetings and decisions, calendar and travel management, and communications. You will foster a welcoming and responsive environment, acting as a resource to others and a bridge across teams.

This hybrid position requires 2-3 days per week on-site.

What’s in it for you

This is a rewarding career move for someone organized and driven to do more. Whether you're a senior administrator aspiring to become an Executive Assistant or an Executive Assistant seeking a change, this is the role to consider. If you want to combine traditional administration with opportunities to engage in strategic projects, working for a company that supports your professional development through free education and training, this is the role for you.

You will:

1. Effectively represent the executive offices. You will manage the budget of their offices and follow up on issues and actions. You will manage email, calendars, proactively reschedule conflicts, set up in-person, virtual and phone meetings, respond to and prioritize all inquiries and requests for information, and draft communications. You will apply the appropriate tone and interest, dealing with issues and concerns and solving problems as they arise. You will coordinate travel plans, itineraries and agendas, reconcile expenses and prepare travel reports for approval. You will arrange and manage end-to-end logistics for Board meetings and events.
2. Manage projects. You will identify, monitor and articulate critical action items and brief them on developments related to those issues. You will develop agendas and background material, conduct research, track and report on KPIs and results, produce reports, assist with papers, create presentations, proofread and edit content, prepare status meeting summaries and background information, and archive essential documents.
3. Nurture collaborative relationships. You will partner with internal and external stakeholders and interested parties to increase and maintain the visibility of the offices, affiliated projects, and programming. You will work closely with the Senior and Extended Leadership team, informing them of upcoming commitments and responsibilities, anticipating needs and following up appropriately.

You have:

1. The experience. You have built a career in administrative and project support, working with senior leaders and/or C-Suite members. You have experience managing projects, balancing deliverables and shifting priorities. You can effectively manage calendars, communications, expenses, and day-to-day requirements of in-demand Executives. You hold yourself accountable to high standards of confidentiality with an awareness of sensitive information.
2. The drive. You thrive in an independent role, work proactively to support others and can take high-level direction to perform tasks and exceed expectations. You take ownership of your work and seek new opportunities for learning and growing. You are curious, energetic and driven to succeed in a demanding, high-growth, fast-paced environment.
3. The project management skills. You have experience planning and coordinating projects from end to end. You are a creative problem solver who can balance and change priorities, anticipate and respond to issues, and manage all the details. Your focus is accomplishing every milestone while ensuring processes are followed and problems are proactively dealt with.
4. The technical skills. You have expertise in MS Office Suite and are familiar with project management, productivity, and communication tools. Exposure to Adobe Creative Suite is an asset.
5. The interpersonal skills. You have outstanding communication skills. You can communicate professionally by phone or in person, representing the C-level office and organization at all times. Your strengths in writing include building process documentation, drafting long and short-form messages to fit the voice of the executive and the intended audience, and creating reports. You have exceptional abilities to collaborate with executives and cross-functional teams. You can influence without authority, manage conflict and nurture trusting relationships at any level. You respect and appreciate diverse experiences and opinions. You are comfortable using a range of communication tools.

Apply now.

Experience, diversity of thought, innovation, a passion for learning, and a team-focused approach can combine to form the best qualifications. If you have 70% of the qualifications listed, please submit your resume here.

Should you require accommodation in any aspect of the selection process, please contact us at careers@talentminded.ca, and we will be happy to help.