This role will provide day to day support to the Office of The President. This role will require attention to detail, strong organizational skills, and the ability to meet tight deadlines while managing multiple critical requests across the organization.
This role will provide day to day support to the President. This role will require attention to detail, strong organizational skills, and the ability to meet tight deadlines while managing multiple critical requests across the organization. This role will act as a seamless extension of the Office of the President while exercising confidentiality, tact, composure, and discretion.
This role must understand business priorities, demonstrate the ability to proactively anticipate needs and drive improvements to build capacity for the President. The successful candidate will possess the ability to complete complex tasks quickly and with little guidance and react to matters with the appropriate level of urgency. The Executive Assistant will work successfully in a team environment and build effective and collaborative working relationships inside and outside the team, while maintaining professionalism, a passion for making things better, and a good sense of humour.
•Partners with President to help them increase efficiency and be more effective with their time, consistently maintaining strong communication with a continuous project management mindset.
•Leads calendar management/planning and acts as a gatekeeper and enabler to include prioritization of meetings and managing scheduling conflicts both internally and in collaboration with external Board of Directors.
•Assists with meeting preparation to keep the President on schedule, including preparing/obtaining materials in advance and distributing materials to the appropriate individuals.
•Act as a liaison for the President’s direct reports and team members.
•Attends meetings to meet business objectives and follow up with appropriate internal and external stakeholders in a project management based proactive environment.
•Prepares, updates and organizes information for inclusion in reports, correspondence, presentations, budgets, project boards, etc. Provides creative flair for presentations across the board in collaboration with marketing department.
•Follows up on outstanding items and escalates as necessary.
•Coordinates and/or assists with team meetings (staff meetings, all-employee meetings, quarterly on-sites/off-sites, team gatherings, etc.) Will assist with event planning for the office of the President.
•Optimizes travel arrangements (transportation, accommodations, agenda) based on the President’s travel needs and preferences. Manages complex itineraries, including any changes. Enables remote decision-making. Processes related expenses.
•Provide mentorship and coaching to other Executive Assistants and provide back up support as required.
•Other duties as assigned.
•7+ years of relevant administrative experience, including prior experience providing support at the executive level.
•Experience within large, established organizations as well as more nimble start-up environments would be considered an asset.
•Excellent organizational skills, time management skills and attention to detail, including the ability to anticipate needs and be proactive in a fast-paced, agile work environment.
•Detail oriented, and an experienced planner with the demonstrated ability to respond effectively and efficiently while maintaining the appropriate level of flexibility.
•A high level of integrity and discretion in handling confidential information as well as professionalism in dealing with senior executives internally and externally is critical.
•Comfortable working with new technology platforms, and particularly strong knowledge of Microsoft software applications such as: Outlook, Word, Excel, PowerPoint and MS Project. Experience with Microsoft Teams would be an asset.
•Formal project management training would be an asset.