Executive Assistant

Executive Assistant

Toronto, ON Full Time

What Will You Do?

• Act as the key contact for the executive that you will be supporting.
• Manage and maintains calendars, coordinates meetings, conferences, and travel arrangements for the Executive.
• Responsible for monitoring an inbox to help manage meeting proposals, action items and address and delegate inquiries.
• Support to organize meetings, video and in-person meetings (book meeting location and equipment resources). Set up and coordinate business planning sessions, townhalls, staff meetings, management meetings, bi-weekly management team meetings and one-on-one's with direct reports.
• As required, follow up on any agenda items or deliverables including coordination with facilitator and presenters to deliver materials in a timely manner.
• Support the overall objectives of the senior management team with the coordination of meeting planning and materials, including providing administrative support, organizing of team meetings, helping with town hall meetings, etc.
• Coordinate travel and hotel arrangements for the team, as needed.
• Process monthly expense reports and maintain vacation schedule and up-to-date records for the executive and their direct reports within Workday.
• Validate expense reports prior to Group Head's approval, as required. Proactively seek opportunities to provide additional value to ensure all established deadlines/commitments are met
• Work closely with other executive assistants in the organization to effectively plan meetings, events and manage calendar series. Provide administrative back-up to other executive assistants during vacation and other absences
• Continue to adjust the way we work, supporting the overall goals of the senior management team (display agility, utilize new tools and skills (virtual capabilities) and encourage and proactively identify and execute on efficiencies).
• Support the Group Head in activities to drive deeper employee engagement (i.e. team social events, coffee chat sessions, focus groups, and other connect opportunities with Group Head)
• Prepare presentation materials and meeting agendas, as required.
• Ensure relevant information is accessible, assembled and prepared for meetings.

What Do You Need To Succeed?

• 10+ years' experience of executive administration/coordinator experience, providing support to senior level management or relevant experience
• Strong interpersonal and diplomacy skills. Comfort in dealing with individuals across all levels of the organization
• Ability to thrive in a collaborative environment with a strong capability to prioritize activities.
• Ability to work in a fast-paced environment. Adapt to change and navigate continuously shifting requirements
• Ability to work efficiently and accurately with minimal supervision
• Highly proficient in Microsoft Word, Power Point, Excel, Outlook. Ability to create and edit documents, PowerPoint slide decks as per guidance provided
• Strong organizational skills including ability to organize, plan and schedule activities and strong calendar management/scheduling skills

Perennial Resources International