Job Summary The Executive Assistant will be responsible for performing an array of high-level administrative functions. The successful candidate must possess high levels of confidentiality, initiative and sound decision making.
The incumbent must have the ability to interact with staff at all levels in a fast-paced environment and experience in developing relationships in a highly matrixed organization.
As well, they should have experience handling administrative and executive support tasks with minimal supervision. ResponsibilitiesPrimary administrative support to the Senior Vice-President & Chief Operating OfficerManage and maintain executive schedules and appointmentsArrange complex and detailed travel plans, itineraries and agendas and compile documents for meetingsAccompany the SVP & COO during meetings and record meeting minutesPrepare written documentation, such as reportsPerform clerical functions, including preparing correspondence, receiving visitors, and arranging conference callsPrepare and edit presentations and other sensitive documentsArrange and coordinate meetings and events, including scheduling meeting rooms and equipmentPrepare and submit the SVP & COO’s expensesFollow-up on deliverables and timelines with teams in various locationsHandle information requestsLiaise with various management and support functionsRemaining flexible, proactive, resourceful and efficient, with a high level of professionalismAssist with special projects and assignmentsAdapt procedures, processes and techniques to the completion of assignments in line with the department's activities and goals.
Experience and Skills RequiredMinimum of 8 years of experience in an Executive Assistant roleSuperior oral and written communication skills (in both English and French)Strong working experience with Microsoft Word, Excel and PowerPoint, including table creation, mail merges and basic formattingExperience in calendar management (Outlook)Knowledge of general office procedures (e.
g., filing, correspondence, scheduling, expenses, calendar)Proven experience interacting with senior managementAdaptable team playerGood problem-solving abilityEffective interpersonal skills and telephone etiquetteDependable and highly professionalTact and good judgment in confidential situationsShare JobiFrame #9 starts hereURL >
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