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Executive Assistant Senior Leadership Team

Executive Assistant Senior Leadership Team

Toronto, ON


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The Executive Assistant provides dedicated support to assigned members of the Senior Management Team (Executive).   Acting as a representative of the management team, the successful candidate will provide administrative support in a confidential and professional manner.   The ideal candidate for this role is someone who takes initiative, is highly organized and acts as a collaborative team player. Financial services background would be a definite asset.

Job Description

  • Provide support to approximately 2 members of our Senior Management Team which includes:
  • Schedule and calendar maintenance
  • Coordinate logistics of attendance at various meetings, seminars, workshops, special projects or events as needed
  • Accepting, changing or creating meeting invites on their behalf
  • Acting as the main point of contact for inquiries related to their availability to internal and external contacts
  • Arrange for and organize meetings or events:
  • Locating, assessing adequacy and booking internal/external space
  • Obtaining information and arranging set up of space
  • Arrange refreshments and meals
  • Identify requirements and ensure equipment, supplies, etc. are available
  • Assist with collecting required information, preparing and distributing documents, reports, or correspondence
  • Internal and external communications
  • Letters, reports, or emails
  • Meeting minutes or agendas
  • Presentation materials and documents
  • Record, update and report attendance in the system
  • Maintain annual memberships and track education credits accrued
  • Provide support to both the assigned Senior Management Team members (as per above) as well as select AVPs
  • Travel booking and arrangements
  • Ensuring appropriate timing, locations and transportation
  • Accommodate business and personal schedules
  • Accommodate personal travel preferences
  • Creating itineraries as required
  • Administration of personal/business expenses and vendor payments as required
  • Coordinate activities and collaborate with other Sovereign Executive Assistants and office administration representatives to deliver exceptional service
  • Liaise with internal and external business teams, consultants or service providers on tasks or projects as assigned
  • Develop and maintain professional and positive relationships with internal and external stakeholders
  • Other general support and administration duties as required.

Job Requirements

  • 5-7 years of progressive administrative experience, with prior experience supporting senior executives
  • Strong working knowledge of Word, Excel, PowerPoint, Outlook and Prezi (an asset)
  • Effective communication, interpersonal and organizational skills
  • Ability to work independently, while also as a team member
  • Proven ability to manage confidential and sensitive material with discretion
  • Ability to prioritize and manage own time as well as others
  • Strong attention to detail and problem solving abilities
  • Insurance experience would be considered an asset
  • Bilingual (English and French) would be considered an asset

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