Executive Assistant to the CEO
Executive Assistance Inc. - Toronto, ON

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A leading, award-winning investment management firm based in Toronto is seeking an Executive Assistant to provide professional administrative support to the CEO and office management support to the broader team.

Knowledge and Skills

Knowledge:

- Minimum 10+ years experience as a Senior Executive Assistant supporting multiple resources
- Proven experience working effectively in a fast paced environment, dealing with moderately complex issues and managing conflicting priorities
- Post-secondary education or equivalent experience and other professional related training and development to keep skills current
- Knowledge of investment or financing is a definite asset

Skills:

- Advanced PC skills and strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
- Excellent calendar management skills
- Excellent filing skills (e.g., ability to create and maintain digital filing structure)
- Excellent written and verbal communication skills
- Professional, flexible, and resilient
- Self motivated and resourceful; able to work independently and resolve issues under little direction
- Detail oriented, extremely well organized; able to manage time and expectations, and effectively multi-task under high pressure, and conflicting priorities and timelines
- Proven ability to deal with highly confidential and sensitive materials in an appropriate manner

Key Accountabilities:

Administrative Support:

- Provide proactive administrative support including liaising with key internal and external contacts, scheduling and general correspondence to ensure all needs of the CEO are met
- Prioritize and organize work to facilitate the smooth running of the business
- Manage and monitor the calendar of appointments, upcoming events and facilitate prioritized response to matters requiring immediate attention. Coordinate agendas, and dispatch meeting invitations and agendas, book meeting rooms and arrange for IT resources and other requirements in support of smooth and efficient meeting facilitation
- Develop and maintain an efficient recordkeeping / filing system to ensure reports, correspondence and financial documentation are maintained and readily available (both electronic and hard copy as required)
- Develop communications and correspondence as required
- Participate in planning, organizing and implementation of events (e.g., roadshows, conferences)
- Coordinate travel arrangements
- Meeting support (e.g., minute taking, summarizing action items and next steps) as required
- Manage expenses
- Screen telephone calls and respond to and resolve moderately complex inquiries or matters of an administrative or operational nature
- Provide assistance on personal matters as necessary
- Identify and respond to appropriate requests independently and confidentially
- Primary contact for all general inquiries
- Liaise between CEO and all other team members
- Develop and leverage relationships with executives and other team members, and externally, to foster and support intra-group coordination while carrying out accountabilities
- Exercise diplomacy and be a professional representative of the team

Office Management
- Handle invoice processing and related inquiries both internally and externally
- Liaise with building management for maintenance issues
- Responsible for setting up new employees (e.g., office and IT requirements, passcards, phones, etc.)
-Sort incoming mail
-Maintain team Business Continuity Plan, ensuring all information is up to date in case of emergency
-Order and approve catering, daily CEO lunches, food and beverages, supplies, stationary purchases and inventory for the team; ensure purchases are within budget
-Maintain document files and archiving of records
-Ensure proper maintenance of premises and equipment by monitoring and placing service calls as necessary
-Prepare, review and audit expense claims and invoices for payment/processing, reconciling transactions, verifying out-of-pocket claims and invoices in adherence with company policies
-Assist staff with inquiries on how to process claims through benefits insurance provider
-Order equipment including computers, printers, hardware, software, mobile devices, telephones. Correct equipment deficiencies and replace as required.
-Updating organizational memberships and subscriptions
-HR related duties such as coordinating offer letters and setting up new hire payroll; facilitate the welcome/exit of incoming/outgoing staff, including: physical office assignment; activation/termination of their security pass, network/email access,, etc.; upon termination/transfer of employees ensure company property is returned and in good condition, etc; providing orientation for new hires (employee manual, policies and procedures, tour of premises, introduction to colleagues, etc)
-Maintain vacation records for the department

Finance Support / Other:

- Prepare journal entries as required
-Process payment of invoices and act as liaison between accounts payable and vendors

This role is in a professional office environment. This role may require the individual to frequently work outside of regular office hours.


Indeed - 20 months ago - save job - - block
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