Manager, Executive Office & Assistant to the President
Greater Toronto Airports Authority
Toronto, CA
2d ago

Key Accountabilities

Are you a highly organized and experienced administrative professional or business partner? Are you interested in working hands on with a highly energetic Chief Executive Officer?

Are you known to anticipate needs and to quickly and proactively prioritize? Are you a strong project manager and change leader who thrives on developing strategy, executing on a vision and stakeholder management?

If you answered yes to these questions, apply today!

Position Summary :

Reporting directly to the CEO, the Manager, Executive Office and Assistant to the CEO, provides executive support in a one-on-one working relationship.

This role serves as a representative of and is the primary point of contact on all matters pertaining to the Office of the CEO.

  • This role also serves as a liaison to the Board of Directors and Senior Leadership teams; organizes and coordinates executive outreach and external relations efforts;
  • and oversees special projects. They are responsible for managing the executive office staff and corporate calendar for the CEO.

    Key Accountabilities :

    Executive Support

  • Managing an extremely active calendar of appointments, optimizing the CEO’s schedule
  • Completing expense reports
  • Composing and preparing correspondence that is often confidential
  • Planning and managing the flow of information internally and with external partners
  • Preparing detailed travel plans, itineraries, and agendas, compiling documents for travel-related meetings
  • Planning, coordinating and ensuring the CEO's schedule is followed and respected
  • Providing both "gatekeeper" and "gateway" functions, creating win-win situations for direct access to the CEO's time and office
  • Communicating directly and on behalf of the CEO with board members, industry executives, stakeholders, government officials and others, on matters related to the CEO's initiatives
  • Advising on priorities, and following up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature
  • Providing a bridge for smooth communication between the CEO's office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior leadership staff
  • Working closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately
  • Acting as a "barometer", having a sense for the issues taking place in the work environment and keeping the CEO updated appropriately
  • Building relationships crucial to the success of the CEO office, and managing a variety of special projects
  • Successfully completing deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company
  • Prioritizing conflicting requests and needs, handling matters expeditiously, proactively, and following-through on projects to successful completion, often with deadline pressure
  • Evaluating office procedures with a focus on innovation and continuous improvement by recommending and implementing enhancements where needed
  • Board Support and Liaison

  • Works with the Corporate Secretary on any documentation required for committee meetings and Board of Director meetings that occur several times a year
  • Assists board members with travel arrangements, lodging, and meal planning as needed
  • Maintains discretion and confidentiality in relationships with all board members
  • Adheres to compliance and the rules of engagement with respect to board committee matters, including advance distribution of materials before meetings in electronic / paper format
  • People Leadership

  • Commits to and delivers on the people manager promise to support and further the business’ vision through building and developing diverse, multi-skilled teams
  • Responsible for being a customer centric leader with respect to the mission, vision, values and beliefs
  • Senior Management Liaison

  • Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
  • Facilitates cross-divisional coordination of travel and outreach plans
  • Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships
  • The salary for this management non-unionized position is competitive based on the successful candidate’s qualifications.
  • Qualifications

  • Completion of high school diploma, post-Secondary diploma in Business Administration considered an asset
  • Minimum 7 years experience as an Executive Assistant to a Vice President, President or CEO; or Chief of Staff / Senior Level Business Partner
  • Minimum 7 years experience in a fast-paced, complex environment with multiple sub committees of the Board of Directors, and a large executive team
  • Minimum 3 years leadership experience in managing a small team of administrative support positions is preferred
  • Demonstrated experience working in a customer centric environment
  • Must have a valid Ontario G class driver’s license
  • Must be able to obtain and retain a Transportation Security Clearance
  • Knowledge, Skills and Abilities

  • Gravitas and emotional intelligence required to represent the President and CEO
  • Highly detail oriented with strong time management and organizational skills, able to triage work from multiple sources to discern order of priority
  • Intermediate to advance level proficiency using Apple devices and the full suite of Microsoft Office applications (particularly Office 365, Word, Excel and PowerPoint;
  • and social media platforms)

  • Excellent writing skills, including proper spelling, grammar and punctuation and the ability to write and format moderately complex correspondence
  • Considerable judgment, tact and discretion in preparing, disclosing and handling information of a confidential and sensitive nature
  • Excellent analytical and problem-solving skills with demonstrated attention to detail, accuracy and problem solving
  • Ability to work in a dynamic, fast-paced environment and deal calmly and effectively with change and ambiguity
  • Ability to read complex situations, relationships and see around the corners
  • Strong interpersonal and relationship management skills coupled with a can do’ attitude to provide the highest level of customer service
  • Highly resourceful team-player with the ability to be extremely effective independently
  • Assertive and energetic professional who thrives in a fast-paced environment
  • Innovative and continuously works towards streamlining, identifying and implementing processes
  • Demonstrated ability to leverage emerging and new technology to improve efficiency and communications
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