Overview
Executive Assistant Jobs in Toronto, Ontario, Canada at Summit Search Group
Position: Executive Assistant (16-Month Contract)
Responsibilities:
Extensive calendar management, triaging requests, ensuring the President is briefed before meetings and that their day is on track and running according to schedule
Manages and books travel arrangements, ensuring tickets, itineraries, and all required meeting documents are prepared well in advance
Coordinates meetings and events, including agenda development and distribution, reservation of meetings rooms, and preparation, compilation, and distribution of supporting documents
Reviews and prioritizes correspondence/emails, including the drafting of responses where appropriate and/or redirection to the appropriate individual for response
Produces documents, including presentation materials and reports
Manages business expense submissions
Acts as primary point of contact between the President and the executive team, employees, and external stakeholders
Develops knowledge of external stakeholders in order to enhance service and high quality deliverables
Performs general office administrative tasks such as organizing lunches, planning retirement parties, ordering supplies, arranging for service on office equipment, etc.
Maintains an organized and effective filing system for the President, committees and boards.
Assists in planning and organizing various organizational events
Liaises with the Board of Directors and assists in coordinating and planning key meetings and documents required in advance
Prepares technology for meetings and ensure there are no technical issues for the presenters
Attends meetings and takes minutes
Required Skills and Knowledge:
Exceptional organizational and time management skills
High attention to detail
Able to work both independently and collaboratively within a team environment
Able to multi-task and work within cross-functional departments
Self-starter, comfortable completing a high volume of tasks with minimal guidance
Strong communication skills, both oral and written
High degree of client focus, with a strong service-oriented attitude
Strong interpersonal skills with ability to build effective working relationships with stakeholders at all levels
High sense of discretion and tact
Strong eye for detail when preparing or editing documents, communications or presentations
Positive attitude towards work and desire to go above and beyond
Education and Experience:
Post-secondary degree or diploma (University degree preferred)
5+ years of experience in a similar role, supporting a top executive
Advanced proficiency in Microsoft Office suite of products (Word, Excel, Outlook, PowerPoint)
Title: Executive Assistant
Company: Summit Search Group
Location: Toronto, Ontario, Canada
Category: Administrative/Clerical (Office Administrator/ Coordinator, Business Administration, Virtual Assistant/ Remote Admin), Business (Office Administrator/ Coordinator, Business Administration)
