Varian Medical Systems, Inc jobs in Toronto, ON

Executive Assistant to the CEO of ADR Chambers and to the Vice President, Stitt Feld Handy Group

About the role

ADR Chambers is seeking an Executive Assistant to support two executives: the Chief Executive Officer and the Vice President of training. This is a full-time, permanent position based in the ADR Chambers Toronto office.

ADR Chambers is one of Canada's leading providers of mediation and arbitration services. The Stitt Feld Handy Group is the training division of ADR Chambers.

The role has two parts.

The successful candidate will assist the CEO with tasks related to the operation of ADR Chambers. For example, the candidate will manage the CEO’s inbox and calendar, keep his professional memberships and profiles current, manage some financial transactions, support the CEO’s external committee work, and help manage corporate records.

For the Vice President, the successful candidate will help manage the administrative side of the training business. For example, the candidate will answer inquiries from potential course attendees, manage communication with attendees, and provide administrative support during training.

The successful candidate will be highly organized, discreet and comfortable working at a fast pace with two demanding executives.

Key responsibilities

Supporting the CEO including:

 Managing the CEO's inbox: triaging it throughout the day, forwarding to the CEO any

emails that he must act on, and deleting old emails

 Managing the CEO’s calendar including booking meetings, mediations and other

activities (including personal appointments), reviewing upcoming events to provide the

CEO with the material he needs for the events, and following up on missing material or

details

 Preparing the CEO for meetings with documents, participant names, etc.

 Managing requests for interviews, appearances and other such requests

 Keeping follow-ups on track with dated reminders and tasks

 Screening meeting invitations and confirm whether the CEO wishes to participate

 Tracking renewals for the CEO's professional memberships

 Keeping CEO’s cv and biographies updated and current

 Managing social media requests (such as LinkedIn) requests and flag messages that need

his attention

 Coordinating the CEO’s applications to join and maintaining membership in panels,

rosters and committees

 Supporting the CEO's board and committee work

 Preparing letters for new members of ADR Chambers’ mediation and arbitration panels

 Maintaining corporate records

 Renewing ADR Chambers licences, tender subscriptions and other recurring registrations

 Sending group emails to staff as requested by the CEO

 Assisting the CEO with financial management, including making payments and gathering

tax forms

 Helping reconcile credit card statements and making sure expenses are allocated properly

 Assisting with his IT needs (including coordinating with external IT consultants)

 Helping with banking needs including coordinating with bank employees as necessary

 Performing various administrative tasks including managing subscriptions for sporting

events and transferring tickets to clients and staff, etc.

 Taking on projects as assigned

Supporting the VP, Stitt Feld Handy Group including

 Providing administrative support to the Vice President, including dealing with

correspondence and day-to-day operational tasks

 Serving as a primary point of contact for public inquiries

 Providing accurate, detailed information about courses, registration and schedules

 Setting up in-person and virtual training environments

 Providing technical support during training and ensure logistical elements runs smoothly

 Scheduling coaches and instructors and ensure each has the required material

 Managing correspondence with course registrants, including introductory emails, course

information, questionnaires, role-play assignments and post-workshop follow-up

 Oversee ingautomated registration and communication tools

 Taking on projects as assigned, such as market or industry research, process

improvements, coordination with other departments and new initiatives

Qualifications and skills

The successful candidate will have:

 At least three years of experience supporting a senior executive or senior partner

 Experience in event coordination or training administration

 organizational and time management skills, with the ability to juggle shifting priorities

 strong English writing skills, with the judgment to draft correspondence

 customer service skills and a professional, friendly communication style, both written and

verbal

 A focus on accuracy and attention to detail

 Ability to maintain discretion with confidential information

 technical skills, including familiarity with Google Workspace (Gmail, Calendar, Drive and Sheets), technical support for virtual meeting platforms such as Zoom, Microsoft Teams and Google Meet, and hands-on use of AI platforms such as Claude, ChatGPT and Gemini

 Experience coordinating automated tasks and workflows

 The ability to work independently and as a collaborative team player

Compensation

$80,000 plus discretionary bonus

How to apply

This posting is for an existing vacancy. Please send your resume and a short cover letter to eluccon@adr.ca.

ADR Chambers does not use artificial intelligence tools to screen, assess or select applicants for this position.

ADR Chambers welcomes applications from all qualified candidates. Accommodations are available on request at every stage of the hiring process, in accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code.

Pay: $80,000.00 per year

Benefits:

• Company events
• Employee assistance program
• Life insurance
• On-site childcare
• On-site gym
• On-site parking
• Vision care
• Work from home

Application question(s):

• Have you provided a short cover letter? Yes or No

Experience:

• supporting a senior executive or senior partner: 3 years (required)

Work Location: Hybrid remote in Toronto, ON