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Executive Assistant, Career Opportunity in Toronto, Ontario

Job description

JOB SUMMARY

The Executive Assistant is responsible for coordinating the day-to-day administrative duties of an Executive team (Chief Financial Officer and two Vice-Presidents in Finance Team).

KEY RESPONSIBILITIES

Meetings & Calendars:

  • Arranges and maintains smooth flowing calendars for the executives.
  • Takes initiative to proactively book meetings and reschedule appointments when necessary.
  • Will be required to support planning of larger meetings and conferences on occasion as required
  • Ensures meeting rooms are booked and equipped accordingly with meeting materials, technology, food (as required), etc.

Travel:

  • In consultation with outside travel provider, coordinates travel, flights, hotel, and car arrangements.
  • Makes registration for conferences and/or seminars when required.

Expenses

  • Provides timely financial and administrative support by monitoring, scanning and reconciling the Executive expenditures and expense reports via Concur.

 Administrative

  • Drafts routine correspondence and memoranda ensuring the correspondence is reflective of the style and manner of the Executive.
  • Preparation of presentations and printing of materials
  • Sources competitor Quarterly results conference calls. Determines when calls are scheduled and puts call details into the calendar for the CFO, VP Financial Reporting & Taxation and designated members of her team

COMPETENCIES/ABILITIES

  • Ability to function independently and proactively, under pressure in a professional manner while managing multiple concurrent deadlines including managing unscheduled requests such as ad-hoc meetings, unplanned travel and related personal requests.
  • Superior communication, planning, problem solving and organizational skills.
  • Self directed, with proven initiative and ability to respond as new situations arise.
  • Strong interpersonal skills with a high degree of sensitivity for confidentiality.
  • Must be task-oriented with an excellent sense of priority, objectivity, highly organized and capable of handling a number of important issues simultaneously.
  • Ability to provide and initiate teamwork to other departments as required
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