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Executive Assistant to the CEO, Hybrid
Executive Assistant to the CEO, Hybrid
Our client, a not-for-profit organization in Midtown-Toronto seeks a consummate administrative professional who takes pride in their work, the office of the CEO, and their workplace. You are dynamic, eager, and quick to react to issues and concerns. You have a service-first orientation, and you are often described as having a sixth sense in anticipating the needs of those close to you. You apply and appreciate rigour in managing systems and processes, ensuring schedules and routines are maintained, and that everything has its place. You enjoy being the go-to for the office of your Executive, and thrive on developing relationships within the organization.
Job Description
- Working closely with the CEO to ensure they are making the most efficient and effective use of their time and attention, and they can focus productively on their priorities;
- Manage the calendar, schedule, travel, and expenses of the CEO, proactively making changes, securing meetings, and triaging requests;
- Manage, triage, and respond to correspondence on behalf of the CEO, from email, mail, and telephone, ensuring routine matters are managed quickly, and identifying priority items for the CEO or attention of the executive team;
- Coordinate, develop, and support agendas, presentations, speeches, and reports on behalf of the CEO;
- Support the meetings (scheduling, agendas, materials and notes) of senior teams (executive leadership team and the leadership team);
- Manage the budgets and expenditures of the CEO's Office, senior team meetings, and governance functions;
- Working with the Manager, Governance & Strategic Initiatives, support the board of directors of Canada and the Foundation and their committees in meeting scheduling and arrangements, travel arrangements, and correspondence.
- Involvement in event planning including conferences, donor events, galas, and media events.
- Other duties and projects as assigned
Job Requirements
- Diplomat – represents the CEO and the organization in interactions with member divisions, key stakeholders and VIPs with confidence, tact, and professionalism;
- Discretion – you manage sensitive information, ensuring it is kept confidential and shared with only the appropriate parties through the proper channels;
- Proactive and responsive – you triage information and tasks quickly, and move rapidly to assess and respond to priority items in a timely manner;
- Communication – you are a consummate communications professional, and respond politely, artfully, and thoughtfully in written correspondence and verbal interactions
- Strategic planning – you see the implications of actions several moves ahead, meaning you can assess the implications of decisions or changes and identify the new actions required to make the decision or change a success. You consider both short- and long-range term time horizons in your planning
- Orderly and organized – you prefer an orderly workplace, yet thrive in creating order from complexity and occasional disorder, crafting intuitive systems and processes to maintain strong organization;
- Curious and Learning – you are interested in new processes, practices, software, and technology, and are eager to find ways to incorporate innovation into your work;
- Technologically-savvy – you have high competence in Microsoft 365 Office software suite tools, and either previous experience or an aptitude for systems and apps including Salesforce. You eagerly welcome and integrate new software solutions that can streamline administrative processes.