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Global Executive Assistant

Global Executive Assistant

Toronto, ON


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    The Global Executive Assistant provides executive and administrative support to the CEO, Chairman as well as the Board of Directors. The Global Executive Assistant serves as the primary point of contact for the executive office in all matters including executive interaction and communication with external parties, international travel, vendor management and logistics.   Your event planning flair and experience dealing with a Board of Directors will make you successful in this administrative leadership role.

Job Description

  • Management of: Executive Calendar, international travel, corporate retreat(s) and expenses
  • Prepare and coordinate presentations for Management Board, Global Employee Communications, Leadership Board, and bi-annual corporate strategy meetings.
  • Scheduling and meeting management of monthly Leadership Board Meetings. This includes agenda, taking and transcribing meeting minutes, logistics, presentation preparation and any follow-up items.
  • Monitor the Global Administration budget, reconcile and prepare revised budget annually
  • Coordinate the submission of the annual Canada’s Best Managed Companies submission and coordinate the annual Gala Dinner attendees
  • Manage monthly reports for the CEO, as required
  • Prepare annual meeting schedule one year in advance of occurrence
  • Ensure bookings are kept up-to-date, and maintained throughout the year and as changes occur
  • Participate as an active member of the Joint Health and Safety Committee, including (but not limited to) monthly meetings and office inspections.
  • Vendor management of our travel providers, airlines, parking, car rental and hotel corporate agreements.
  • Oversee approval of cross-border and international trips for North American employees
  • Ensure all international trips have all required approvals prior to booking, per Corporate Travel Policy

Job Requirements

  • University Degree or equivalent experience in a related field, member of the IAAP considered a plus
  • 10+ years of administrative experience working with directors/upper management and C-Suite executives
  • Strong organizational skills reflecting the ability to perform and prioritize multiple tasks with excellent attention to detail and bias for action
  • Demonstrated high level of confidentiality and tact
  • Strong communication, interpersonal skills and ability to build relationships
  • Demonstrated proficiency in Windows MS Office including Word, Excel, PowerPoint, Outlook and aptitude to learn new software and systems
  • Excellent time management and problem-solving skills
  • Demonstrated ability to work independently, in a team environment and take the lead, when required.
  • Demonstrated knowledge of meeting minutes principles, general office practices and regulations, policies and procedures
  • Creative problem-solving skills, conflict management within different organizations (centralized and matrix organizational structures)
  • Ability to break down complex problems in a simplified way, conduct root cause analysis and provide clear, well thought-out recommendations.

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