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Executive Assistant Senior Leadership Team
Executive Assistant Senior Leadership Team
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